Tag: SMCT board

May 2015 Board Meeting Minutes

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The following text are the minutes from the SMCT Board Meeting on May 30, 2015. Click the link below for a downloadable PDF version.

SMCT Board Meeting Minutes 30 May 2015 (public)

 

SMCT Board Meeting Minutes

30 May 2015, Benjamin Eddy Building, Foster, RI

Members Present (bold indicates voting members): Heather Christie, Kaila Rubin, Dennis Chretien, Mary Jo Chretien, Bob Hollis, Laura Giorgianni, Artie Robillard, Liz, Dubois, Eric Dubois, Leslie Carter, Andy Affleck, Carol Mauro, Gabrielle Dworkin, Emily Chretien, Michelle Chretien, Shane Inman

Meeting Begun 10:10 am

  • Annual Meeting
    • Concern: We’ve been having trouble defining our board positions.
      • Solution: Each board member will write a 2-3 sentence description of their current position for inclusion in the June newsletter. After the election at the annual meeting, subsequent meetings will be held to define these positions more specifically.
    • Concern: We’re wondering how many years each term ought to be. Most right now are set for one year, but there is debate about whether to make some of them longer. There is concern that more positions with longer terms would lead to fewer people willing to take those positions on and/or more resignations partway through the term.
      • Solution: We decided to keep the terms as they are currently set out, rather than change any to longer terms. This allows individuals to continue in a position if able, but also gives them the ability to pass the position on to someone else if needed.
    • Elections – the following are positions currently up for election.
      • Assistant Executive Director – Oversees the health, growth, and communication of SMCT and its membership and meets responsibilities of the Executive when necessary.
      • Communications Director – Oversees the intra-agency communication within SMCT and with the public. Duties include writing and distributing minutes from Board Meetings and writing and distributing the monthly newsletter.
      • Public Relations – Oversees the presentation of SMCT’s image and programs to the community. Duties include overseeing the website and Facebook page.
      • Technical and Facilities Director – Oversees the use, care, and safety of all facilities and their contents. This includes all three storage units as well as any buildings or facilities used by SMCT.
      • Membership Director – Oversees the “Community” of SMCT and the coordination of needs and talent. Duties include contacting members with opportunities of interest to them as well as encouraging new members to join SMCT.
      • Assistant Finance Director for Fundraising – Works primarily on finding funding opportunities for SMCT. Duties include grant writing, organizing fundraising campaigns, and managing donation requests.
      • Assistant Creative Director of Events – Oversees what SMCT does as entertainment. Duties include organizing fundraising and community events not considered productions (such as Foster Follies or Foster Idol).
      • Assistant Creative Director of Production – The Asst. Creative Director of Productions works in tandem with the Creative Director to discover new shows, organize and analyze show submissions, and help decide our upcoming season’s offerings. They help determine the director and producer of each show, coordinate schedules, and manage show royalties and rights. They meet with the other creative team members to develop educational programming and oversee any traveling troupes.
      • Assistant Creative Director of Education – Oversees all education efforts within and without Swamp Meadow including the teen/youth group, internal training and documentation, external classes and training, and any other ventures that involve improving our technical and artistic skills as a theater.
      • Director at Large – Participates as a liaison between the SMCT Board and SMCT members.
  • Behavior policies
    • Concern: We have had a number of behaviors over the past several productions that have been problematic. While we have guidelines, we need a better method of enforcing them and we need these guidelines to be clearer to those involved in productions.
      • Solution: We have formed an ethics committee to draft behavioral rules/guidelines and also to evaluate individual incidents and determine consequences. All dealings with behavioral issues will be dealt with in the strictest confidentiality.
  • Trinity Rep Season Kick-Off Party
    • 22nd of August, 10am – 6pm
    • ~30 minutes to do something to showcase their organization
    • Need a group to brainstorm what to do – we’ll work on this once we have more details
  • Foster Idol
    • Advertised auditions July 10th 5-8 and 11th 4-7 at the Foster town house
  • Storage unit
    • Thanks to cast of LSH for organizing the storage unit!

Meeting adjourned.

March 2015 Board Meeting Minutes

Updated on

The following text are the minutes from the SMCT Board Meeting on March 28, 2015. Click the link below for a downloadable PDF version.

SMCT Board Meeting Minutes 28 March 2015 (public)

 

March 28, 2015
10:00 AM
Benjamin Eddy Building, Foster, RI

In attendance (bold indicates voting member): Dennis Chretien, MaryJo Chretien, Gabbi, Bob Hollis, Artie Robillard, Steve Carter, Kaila Rubin, Laura Giorgianni, Andy Affleck, Ann Affleck

Called to order at 10:08am

  • NEW BUSINESS
    • Problem: Our Box Office Manager has had to step down.
      • Solution: Joe Giorgianni has been approved to take over the post.
    • Problem: We currently only accept credit cards in our online orders, but it would be nice to do that at the door.
      • Solution: SMCT is debating whether to purchase Square or something similar. It would also extend our reservation times. The Chretiens are looking into it.
  • 1ST POLICY MEETING
    • The meeting was productive, but only covered money handling policies and box office policies, and only at a fairly preliminary level. We will have others, Fridays are what we’ve chosen before, and the meetings are generally potluck. Well let everyone know when the next one is.
  • RAFFLES
    • We have applied for a license to sell our Old Home Days raffle tickets at Little Shop of Horrors as well as Old Home Days.
  • SHOW UPDATES
    • Foster Follies
      • We’re right on schedule, with one rehearsal taking place the night before. There’s a fair amount of tech, we may need to adjust what we use.
    • Little Shop of Horrors
      • LSH is doing well! We’ve had some weather issues, but we’re generally where we hoped to be around this time. People can now reserve tickets on the phone and online!
    • Tom Sawyer
      • Planning is in the early stages. Andy Affleck is directing. He wants to do some script adjustment and will sketch out some set design.
      • Help Needed: Interested teenagers who would like to direct or help on the production/technical side of things should contact Andy at email hidden; JavaScript is required
    • USO show-
      • 1 year from October, dinner theatre. Artie Robillard is writing the script and directing. We’re thinking of having musical accompaniment, but the details are unsure.
  • TECH UPDATE
    • Still working on logistics for selling some of our equipment and reorganizing the storage units
    • We’ve got a new light board, which is VERY cool and powerful. Learning how to use it is going really well!
  • OUTREACH
    • Bob Hollis will be teaching an Intro to Acting program afterschool at Captain Isaac Paine Elementary School for six weeks. The program starts soon.
    • Preservation Society– We are helping the preservation society with some costumed interpretation at various places in Foster during their meeting. They would like those involved to know the history so they can hold conversation with people, but not have it scripted. The tour will be April 25 3:00-4:30pm.
  • CREATIVE TEAM
    • Creative– We’ve got our 2015-2016 season, but we’re trying to relate our 2016 season to WWI and the USO show. Spring is M*A*S*H, trying to figure out other shows. If anyone has ideas or comments, please send an email to email hidden; JavaScript is required.
  • Adjourned at 11:45pm.

 

 

February 2015 Board Meeting Minutes

Updated on

The following text are the minutes from the SMCT Board Meeting on February 28, 2015. Click the link below for a downloadable PDF version.

SMCT Board Meeting Minutes 28 February 2015 public

 

SMCT Board Meeting Minutes

28 February 2015, 10:00am

Coventry Senior Center, Coventry, RI

Members Present (bold indicates voting member): Dennis Chretien, Mary Jo Chretien, Heather Christie, Gabrielle Dworkin, Bob Hollis, Kaila Rubin, Michelle Chretien, Emily Chretien, Andy Affleck, Maia Grandy, Eric Dubois, Laura Giorgianni, Leslie Carter, Steve Carter, Chris Brostrup-Jensen

 

  • POLICIES – There will be a meeting on Friday night (March 6th at 7:30pm at Chretien’s House) to brainstorm standard policies/procedures for SMCT positions
    • Marketing Policies
      • Problem: We often begin advertising the next show before the current one has ended. On the website, the current show is still given precedent, but on Facebook, it’s the most recent post. This takes away from the marketing of the current show and confuses the message
        • Solution: Pin the current show to the top of the Facebook page, then wait to physically advertise the next one until the current one has passed, so as not to confuse the marketing message. If two shows perform very close together, this practice will be amended, but that shouldn’t happen given our scheduling policies.
  • SHOW UPDATES
    • The Complete Works of William Shakespeare (Abridged)
      • We’re ready to go, dress rehearsals went great, and we’re doing cue to cue this afternoon.
      • The Senior Center has been absolutely wonderful!
      • Problem: We took out a promotional ad on Facebook for $150. It reached 58,165 people, of which 120 engaged in the post. So that’s roughly $1.25 per person to look at the webpage, maybe $2.50 to get a people in a seat. It certainly gave SMCT a LOT of exposure, but we’re not sure it was worth the money.
        • Solution: At the box office for the show, we will ask people how they heard about it to see if the Facebook ad got people in seats or not.
      • Problem: At the last meeting, we discussed the “family friendly” factor of this show and determined we may need to place a warning on our advertisements, given some of the content.
        • Solution: The cast and crew have gone through the script and softened or eliminated anything that may have required a disclaimer. We therefore did not feel the need to add a warning, since the problem areas had been fixed.
      • Problem: Advertising was largely flyers that the cast and crew spread around various places, pamphlets put into Foster Home Journal back in December, and the Facebook ad. We did not get posters for the sandwich board, nor did we talk to a local radio station. We also didn’t spread many flyers around the Coventry or Foster area due to the cast and crew working and living elsewhere.
        • Solution: Not much we can do about this at the moment, since it’s a bit late. Some of these mistakes were made because the crew didn’t know they were responsible for these things or didn’t think of them until it was mentioned at the board meeting. One solution is to create a list of things each person is responsible for in a production, almost like a checklist, so they are aware when they’re missing something. There was also a question of whether spending $200 on pamphlets in the Foster Home Journal was worth it, since they went out 3 months before our show performed. We need to reevaluate that option.
      • Problem: Blackouts with our fancy new LED lights are taking too long!
        • Solution: We asked Steve for help, spent some time reprogramming the lights, and now they work! Yay!
    • Foster Follies
      • April 10th! The cast is great, we’ve got about 20 acts, and the show will be a little less than 2 hours. We need everyone to advertise!
    • Little Shop of Horrors
      • The show is doing well! We had band practice with the cast, the band has the first 6 songs down, and everything went really well. Snow has been an issue, but we’re moving forward and doing fine.
      • We are renting Audrey II, since that makes life easier!
      • Problem: We need help with costumes, largely someone who can be in charge of coordinating the various people.
        • Solution: We may have someone to help, but would appreciate anyone else who can assist. Interested members should contact Laura Giorgianni at lauragii@cox,net
      • Problem: We would like to use UV lights for certain scenes (as we did with Wonka Jr.). Our UV lights take 15 minutes to turn on and off, and are rather large and clumsy to use.
        • Solution: We’ve found some RGBAWUV (red, green, blue, amber, white, ultraviolet) LED lights made the same company as the ones we purchased for Our Town. They turn on and off when you want them to without the issue of cooling, and they’re much smaller. We are wondering if we can rent them, but companies aren’t likely to carry due to their being right on the line between amateur and professional equipment. We will probably purchase some, using the show’s budget as we did with Our Town.
    • SMCT Unplugged
      • We are performing Chekhov’s The Bear and The Proposal, two 1-act plays that we are combining in a single show. We’re still working on when it’s going to perform, but probably early August. We will advertise on Facebook for members after Shakespeare, but before Little Shop of Horrors. People who are interested in Unplugged should contact Chris Brostrup-Jensen (email hidden; JavaScript is required) or Heather Christie (email hidden; JavaScript is required).
    • SMCT Summer Children’s Theatre
      • We are performing Tom Sawyer and Andy Affleck is directing. Anyone interested in helping out should contact him at email hidden; JavaScript is required. Audition information will be posted in late spring.
    • USO Show Dinner Theatre
      • The original proposal was made for fall of 2016, not fall of 2015. We will postpone this show until then, and possibly have a different dinner theatre in the spring of 2016.
  • TECH CREW UPDATE
    • Lighting Console
      • Problem: Our current console has very few channels, particularly given our move towards LEDs (which can require 20 channels per light).
        • Solution: We have found a has 500 channels on eBay for a reasonable cost. We have purchased it, and it should arrive within the next week.
      • Problem: To use this console, we need 2 DVI computer monitors, preferably ones that match. We also need a keyboard and mouse, preferably wireless. We also need to adapt the console to 3-pin DMX, since that’s what our cables are, but the console is likely 5-pin DMX. Finally, we need a nice, sturdy case to protect the board.
        • Solution: These are fairly cheap. Some members may have some we can use, but that might cause other issues. We will look at pricing and discuss all this either at the next meeting or in the interim.
    • Selling unused equipment
      • Problem: We have a lot of unused equipment, now that we’ve started upgrading.
        • Solution: We may want to consider selling equipment online. Certain board members will look into the process and create an inventory, and we’ll discuss it at the next meeting.
      • Problem: When purchasing equipment, certain members have had to go through their own accounts with various businesses (like eBay).
        • Solution: We should create a company account, particularly if we are hoping to eventually sell some of our equipment.
  • ADMINISTRATION
    • Mailing Lists
      • We now have 4 mailing lists: one for board members, one for “active members” (members not on the board who are still involved in board meetings and activities), one for the Teen Troupe, and one for all members of SMCT.
      • Problem: We aren’t quite sure who would like to be on the “active members” list.
        • Solution: If someone would like to join the “Active members” list, they can go to http://dev.swampmeadow.org/contact/interests-survey, fill out the form, and check the box at the bottom that says “I would like to join SMCT’S Active Members List.”
    • Perks for Ad Support
      • If someone purchased a full page, seasonal ad since July 1, 2014, we will thank them by sending a card with a wonderful message and two free tickets (worth up to $15).
      • Starting in 2015, if someone purchases a full-page, seasonal ad, we will send them two complimentary ticket vouchers worth up to $15.
      • Any SMCT ticket vouchers are NOT physical tickets, but vouchers. The holder must call to get a reservation before they can use the voucher. Each voucher can be used for a single ticket at any of our main shows, and can be combined for admission to a dinner or dessert theatre. However, if a ticket is less than $15, voucher holders will not be given change.
  • ACTORS WANTED
    • The Preservation Society is holding a state-wide meeting in Providence, with a group going out to Foster on an excursion on April 24th (25th as a rain date). They would like a costumed, walking tour of specific stops between 2:30 and 4:30pm. Interested members should contact Bob Hollis at email hidden; JavaScript is required
    • Captain Isaac Paine School has asked us to start our after school program again. Any help would be appreciated. Interested members should contact Bob Hollis at email hidden; JavaScript is required
  • SMCT BOARD
    • Our next meeting is Saturday, March 28th at 10:00am at the Benjamin Eddy Building in Foster, RI.
    • Moved to adjourn the meeting, motion seconded, motion approved.

January 2015 Board Meeting Minutes

Updated on

The following text are the minutes from the SMCT Board Meeting on January 24, 2015. Click the link below for a downloadable PDF version.

SMCT Board Meeting Minutes January 2015 public

 

SMCT Meeting Minutes January 2015

January 24, 2015

10:00am

Benjamin Eddy Building

Foster, RI

 

Members present (bolded members are voting members): Heather Christie, Dennis Chretien, Liz Dubois, Eric Dubois, MaryJo Chretien, Laura Giorgianni, Chris Brostrup-Jensen, Michelle Chretien, Carol Mauro, Steve Carter

 

  • 2015-16 season
    • Summer 2015 – Tom Sawyer – Director still in discussion
      • August 12-16
    • Unplugged – the Bear and the Proposal
      • Perform in August, Chris Brostrup-Jensen most likely directing
    • Fall Dinner Theatre
      • WW2 USO show
      • October/TBD
      • Ponaganset Reads Across America show happens in early December or late November, so we will talk to them to possibly connect
    • Winter 2015
      • Christmas Carol – Chris Brostrup-Jensen directing
      • Dec 4-6, 11-13, 18-20
      • Dec 20th is Ponaganset’s concert, may cancel that day
    • Winter/Spring dinner theatre
      • Show – TBD
      • Possible dates – Feb 26, 27 and/or March 4-6 OR May 13-15 and/or 20-22
      • Need director
    • Spring 2016
      • M*A*S*H
      • Director still in discussion
      • Possible dates: April 8-10, 15-17 OR May 6-8, 13-15
        • Overlap with follies? Year off from follies?
      • Careful with the May weekends due to issues with prom scheduling – LSH has Scituate prom on opening night
    • Moved to accept, seconded, approved
    • CAST grant applies to 3 main shows
  • Corresponding Secretary – Carol Mauro volunteered
    • Nominated, seconded, approved
  • Finances
    • Filemaker Pro is good till Feb 2017
    • Victorian Carolers brought in good income, but it seems to be their final year
    • Christmas Story did well
    • Money handling policies
      • MaryJo Chretian and Laura Giorgianni are going to draft a policy for money handling and hospitality
      • Disability discount? Don’t currently have one, need to figure out
    • Christmas in the Valley – no results yet
  • NEED guidelines for every position – start with box office
    • Have a write-in? Everyone come with a laptop and write a draft, swap, revise, ask questions, etc.
    • March 6th – need to focus on job descriptions
  • Tech
    • Light-board power adapter having problems
    • LEDs – need to learn/program
    • Getting software for lighting
    • Getting something with memory – presets and GO buttons
    • Digital snake?
    • Handheld microphones (wireless) – need cost info
      • Would be nice to get these before Follies
      • Steve Carter will check on this
    • Sell some of our old stuff?
      • Need a list of what we’re not using
      • Need a spring cleaning of the storage unit
    • LSH – fully cast, first rehearsal Tuesday, alternate cast for first night due to prom. Maybe get alternates doing it two nights?
      • Still looking for guitar player
    • Shakespeare
      • Going well, off-book, working with props
      • Going with all LEDs on floor
      • MaryJo and Michelle Chretien can coordinate concessions
      • $12 for a la carte desserts, $20 for all you can eat desserts
        • $20 tickets get priority on tables
    • Unplugged
      • About growth in the craft
      • Want to challenge ourselves and each other
      • Would like to start a program that sits somewhere on the line between productions and education – about doing shows that stretch us as artists – use as a vehicle to improve across the board
      • Idea is to create training among those interested who can then share that with others in the organization
      • Tim Hillman is very interested and offering his mentoring skills for free
      • Almost an incubator for growing better artists
      • Basically an adult teen troupe
      • Maybe merge them or connect them – adults mentor teens
      • Add to our reputation as a learning ground for theatre
      • Still planning to do a show in August, probably Chekhov
      • Open to all ages, whole organization, anyone can join
      • Great alternative to seminar series, but we should ask about why those were unsuccessful – lessons learned?
      • Tasked 3 people as keepers of the flame – making sure stuff keeps happening and moving forward
        • Don’t control/own the idea, just tasked with keeping it going
        • Tim Hillman, Chris Brostrup-Jensen, Heather Christie
    • Next meeting scheduled for Feb 28th – location TBD, most likely Eddy Building