Sept 20 2015
Open Board Meeting Minutes
Attendees; Jennifer Mattes, Kathy O’Keefe, Kathy Garcia, Rachel Leo, Jeana Dwyer, Jamie Antin, Tracy Cousins, Ms Erin, Ms Lauren, Ms Falyn, Randi Katzman, Anne Dragovcic, Nina Marten, Irene Gallahou, Lisa Rudin Burfitt
School Year Calendar Overview – Walked through September-June important dates, closures, etc. Can be found on website main navigation.
Nutcracker Overview
Schedule & Important Dates – can be found on website and contract packet mailed home.
Vendors: Photo/DVD/Boutique suppliers – discussed package requests for photographer, product options. Voted to continue with homemade DVDs of performances.
Bake Sale/Fundraising – Discussed bake sale funds raised rent our drop and replace needed costumes and props. Randi to run bake sale as usual. She is reachable at [email protected] and all company families are encouraged to participate. Funds from previous bake sales helped us to purchase an Act 1 drop this year which will be used for Gatsby and spring recital as well as Nutcracker so as to fit into budget. We still need to purchase a Land of Sweets drop and offset the costs of drop rental for future spring concert and recitals.
Backstage Assistance – backstage assistance for Nutcracker optional, unlike recital which is required for company parents. Email [email protected] with which performance you are available to volunteer backstage. Erin will send email reminder to company parents in Oct.
Nutcracker flyers will be available for printing on the website so that children can print and bring to school for their classmates take-home folders.
Company
Auditions January 10th. Full year commitment to company (for following year’s Nutcracker. Students still must audition for Nutcracker for casting purposes).
Gatsby Planning – costumes will be covered in participation fees. Participation fees will be tiered like previous years for pre, jr. and sr. company. Fee tiers based on age, even if students are casted with higher level company.
Discussed Joffrey Tournament participation will be up to individual company student – info to be relayed.
Recital Overview
Rehearsal/Portrait & Performance Dates discussed
Vendors: Photo/DVD/Boutique suppliers – Voted yes to continue with our photographer and also discussed product/pricing requests, etc. Voted yes for homemade DVDs
Bake Sale/Fundraising – Randi will run bake sale and info will be provided in February’s recital packet.
Company Mom Assistance – Voted that assignments for backstage jobs will be made and posted in February. Voted that all company moms/dads must attend entire dress rehearsal to be prepared for recital.
Discussed seating arrangements for children ages 3+. Voted that ticket be required. Will add a note directly on ticket face to alleviate questions at show time.
Fundraising Ideas
Voted to incorporate a Younique make-up fundraiser via the website. Anne Dragovcic will help with set up. Will consider using this brand for stage make-up kits.
The board set up an Event Committee for a spring 2016 fundraising party: Erin, Rachel Leo, Anne Dragovcic, Kathy Garcia, Nina Marten, Tracy Cousins and Randi Katzman. Erin to schedule initial meeting. Initial plan is a small-scale dinner event with basket auctions.
Sponsorship Levels and Donation information is available for download and printing on the website for journal boosters and corporate sponsorship. Students and families can use to ask local businesses for tax deductible donations.
Voted to look into Tupperware fundraiser for future, but not this year.
Board continues to meet every six weeks. Next OPEN board meeting will take place in June as voted on by attendees.
Nutcracker Overview
Schedule & Important Dates – can be found on website and contract packet mailed home.
Vendors: Photo/DVD/Boutique suppliers – discussed package requests for photographer, product options. Voted to continue with homemade DVDs of performances.
Bake Sale/Fundraising – Discussed bake sale funds raised rent our drop and replace needed costumes and props. Randi to run bake sale as usual. She is reachable at [email protected] and all company families are encouraged to participate. Funds from previous bake sales helped us to purchase an Act 1 drop this year which will be used for Gatsby and spring recital as well as Nutcracker so as to fit into budget. We still need to purchase a Land of Sweets drop and offset the costs of drop rental for future spring concert and recitals.
Backstage Assistance – backstage assistance for Nutcracker optional, unlike recital which is required for company parents. Email [email protected] with which performance you are available to volunteer backstage. Erin will send email reminder to company parents in Oct.
Nutcracker flyers will be available for printing on the website so that children can print and bring to school for their classmates take-home folders.
Company
Auditions January 10th. Full year commitment to company (for following year’s Nutcracker. Students still must audition for Nutcracker for casting purposes).
Gatsby Planning – costumes will be covered in participation fees. Participation fees will be tiered like previous years for pre, jr. and sr. company. Fee tiers based on age, even if students are casted with higher level company.
Discussed Joffrey Tournament participation will be up to individual company student – info to be relayed.
Recital Overview
Rehearsal/Portrait & Performance Dates discussed
Vendors: Photo/DVD/Boutique suppliers – Voted yes to continue with our photographer and also discussed product/pricing requests, etc. Voted yes for homemade DVDs
Bake Sale/Fundraising – Randi will run bake sale and info will be provided in February’s recital packet.
Company Mom Assistance – Voted that assignments for backstage jobs will be made and posted in February. Voted that all company moms/dads must attend entire dress rehearsal to be prepared for recital.
Discussed seating arrangements for children ages 3+. Voted that ticket be required. Will add a note directly on ticket face to alleviate questions at show time.
Fundraising Ideas
Voted to incorporate a Younique make-up fundraiser via the website. Anne Dragovcic will help with set up. Will consider using this brand for stage make-up kits.
The board set up an Event Committee for a spring 2016 fundraising party: Erin, Rachel Leo, Anne Dragovcic, Kathy Garcia, Nina Marten, Tracy Cousins and Randi Katzman. Erin to schedule initial meeting. Initial plan is a small-scale dinner event with basket auctions.
Sponsorship Levels and Donation information is available for download and printing on the website for journal boosters and corporate sponsorship. Students and families can use to ask local businesses for tax deductible donations.
Voted to look into Tupperware fundraiser for future, but not this year.
Board continues to meet every six weeks. Next OPEN board meeting will take place in June as voted on by attendees.
