WIMBERLEY PLAYERS BOARD OF DIRECTORS
EXECUTIVE COMMITTEE MEETING, JANUARY 9, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
1. Present: David Bisett, Dell Hood, John Hyink, Marty Jacobvitz, Judith Laird, Rob Sandefur.
2. President David Bisett called the meeting to order at 3:35 p.m. Committee members explained their
functions, responsibilities, plans we have, who we work with, and needs for the future. He asked each
person to create a duties list covering their responsibilities, including one for a play director, to be ready
by the next Board meeting.
3. During discussion of the Secretary’s job, Marty moved that the Board formally thank anyone making
a donation of $25 or more with a letter. Rob seconded and the motion was passed unanimously.
4. Marketing and Publicity: Judith said we need people to serve as liaisons to business and civic groups.
Al Sander has volunteered to do some of it, but we need one or two more people to handle all the
opportunities. We need to create a strategy to make the whole publicity function work more smoothly,
especially ad sales. She needs a bigger budget to advertise shows. A monthly “Progress and Problems”
report would be useful, covering all our activities. The goal should be to make some elements routine.
5. Financial: Marty will be meeting with Terri Bisett to get details on the annual financial plan, budget,
and all related matters.
6. Administrative: John asked each committee member to give him ideas on how he can support their
respective functions. The broad responsibilities of theater services and information technology need
explication and assignment to specific individuals. Committee members agreed to have a master calendar
showing all events and activities, which should be readily available in the Playhouse and on the website.
They discussed who should have responsibility to maintain it. They set a meeting on building the
calendar for 4:00 p.m. on January 25.
7. Miscellaneous:
a. John will look into the problem of condensation from the air conditioning collecting on the ceiling
over the stage.
b. Committee members agreed we should try to amortize production costs over more than one
production.
c. Judith wants a committee to determine who should get comp tickets, other than cast and crew. She
will work with Nora Moeller on this.
d. The Board needs to decide at its next meeting who can be invited to final dress rehearsals. This show
is an opportunity for outreach to groups (e.g., our volunteers at the Village Thrift Store, Arts from the
Heart, and schools) which we should try to use more purposely.
e. The press will be invited to the show of its choice on opening weekends. Trying to restrict press to
opening night does not work.
8. Meeting adjourned at 5:20 p.m.
Recorded by Dell J. Hood
MINUTES OF WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
JANUARY 23, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: David Bisett, Dell Hood, John Hyink, Marty Jacobvitz, Judith Laird, Rob Sandefur.
1. Meeting called to order at 3:30 p.m. by Board President David Bisett.
2. Minutes of Board meeting of January 9, 2007 approved as submitted by unanimous vote.
3. Old Business
a. Condensation in theater: John looked for the source of condensation on the ceiling above
the stage but as it was not dripping at the time was not able to locate it. Committee members
discussed the matter of settling with Capstone; David said the Building Committee will meet
soon to resolve this issue. John suggested hiring an independent third-party engineer to do a
thorough building inspection and give us a report. There was no decision on this proposal.
b. Comp ticket policy: Judith said the current policy is to give one complimentary ticket only
to each of two media people. The Development and Public Relations sections need some
authority to give comps with discretion. Judith will develop a policy proposal for Board
discussion.
c. Dress rehearsal policy: David said we need to expand the list of who can be invited to final
dress rehearsals beyond Thrift Stove volunteers. Judith said it has to be limited to non-profit
groups. Committee members agreed the show director and the Thrift Store should receive ten
invitations each. Judith will develop a policy for Board discussion.
d. Correspondence committee: After discussion of who should be responsible for drafting and
signing letters to people who make contributions of any type to the Players, it was agreed that
anyone who contributes $25 or more in money, goods, or services should be formally thanked
with a letter. It was agreed Dee Ann should handle correspondence concerning memberships
and the income they create. Dell will draft a sample letter that other Board members can use or
adapt as they wish.
3. Progress and Problems
Season line-up changes: Rob and David reviewed changes to the season performance schedule.
Cocktail Hour has been dropped, and Divorce Southern Style has been brought forward to fill its
time slot.
4. Master Calendar: After reviewing the new performance schedule, Committee members
moved to discussion of developing a master calendar covering all time frames and scheduled
uses of the Playhouse, including time for installation of a stage drape and video equipment, a
chamber music concert by members of the Starlight Symphony Orchestra in early May, a special
musical show by Lee Colee later in May, and Lee’s summer workshop
David noted sponsors will have to be found to cover the costs of presenting extra events. Marty
stressed the need to determine an approximate daily use cost for running the Playhouse,
including all utilities and any ancillary expenses. Committee members agreed we need to have a
formal contract to use with independent presenters who use the Playhouse, including Lee Colee,
to cover liability issues and to be able to specify which party is responsible for what. Marty will
look into getting a draft contract we can begin with.
John agreed to try to be available at the theater on a regular scheduled basis to meet with anyone
who wants to talk about management and administrative matters.
5. Other business
a. Sewer hook-up: Marty referred to a letter concerning connecting the Playhouse to the
proposed City sewage system. The committee agreed unanimously to reconfirm Al Sander’s
earlier decision not to do so as we have a septic system.
b. Internet connection: Marty said the box office computer needs to have Internet access and
agreed to try to develop a budget projection on costs.
6. Adjourn: Committee meeting adjourned at 5:30 p.m.
Recorded by Dell J. Hood
MINUTES OF WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
JANUARY 23, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: David Bisett, Dell Hood, John Hyink, Marty Jacobvitz, Judith Laird, Rob Sandefur.
1. Meeting called to order at 3:30 p.m. by Board President David Bisett.
2. Minutes of Board meeting of January 9, 2007 approved as submitted by unanimous vote.
3. Old Business
a. Condensation in theater: John looked for the source of condensation on the ceiling above
the stage but as it was not dripping at the time was not able to locate it. Committee members
discussed the matter of settling with Capstone; David said the Building Committee will meet
soon to resolve this issue. John suggested hiring an independent third-party engineer to do a
thorough building inspection and give us a report. There was no decision on this proposal.
b. Comp ticket policy: Judith said the current policy is to give one complimentary ticket only
to each of two media people. The Development and Public Relations sections need some
authority to give comps with discretion. Judith will develop a policy proposal for Board
discussion.
c. Dress rehearsal policy: David said we need to expand the list of who can be invited to final
dress rehearsals beyond Thrift Stove volunteers. Judith said it has to be limited to non-profit
groups. Committee members agreed the show director and the Thrift Store should receive ten
invitations each. Judith will develop a policy for Board discussion.
d. Correspondence committee: After discussion of who should be responsible for drafting and
signing letters to people who make contributions of any type to the Players, it was agreed that
anyone who contributes $25 or more in money, goods, or services should be formally thanked
with a letter. It was agreed Dee Ann should handle correspondence concerning memberships
and the income they create. Dell will draft a sample letter that other Board members can use or
adapt as they wish.
3. Progress and Problems
Season line-up changes: Rob and David reviewed changes to the season performance schedule.
Cocktail Hour has been dropped, and Divorce Southern Style has been brought forward to fill its
time slot.
4. Master Calendar: After reviewing the new performance schedule, Committee members
moved to discussion of developing a master calendar covering all time frames and scheduled
uses of the Playhouse, including time for installation of a stage drape and video equipment, a
chamber music concert by members of the Starlight Symphony Orchestra in early May, a special
musical show by Lee Colee later in May, and Lee’s summer workshop
David noted sponsors will have to be found to cover the costs of presenting extra events. Marty
stressed the need to determine an approximate daily use cost for running the Playhouse,
including all utilities and any ancillary expenses. Committee members agreed we need to have a
formal contract to use with independent presenters who use the Playhouse, including Lee Colee,
to cover liability issues and to be able to specify which party is responsible for what. Marty will
look into getting a draft contract we can begin with.
John agreed to try to be available at the theater on a regular scheduled basis to meet with anyone
who wants to talk about management and administrative matters.
5. Other business
a. Sewer hook-up: Marty referred to a letter concerning connecting the Playhouse to the
proposed City sewage system. The committee agreed unanimously to reconfirm Al Sander’s
earlier decision not to do so as we have a septic system.
b. Internet connection: Marty said the box office computer needs to have Internet access and
agreed to try to develop a budget projection on costs.
6. Adjourn: Committee meeting adjourned at 5:30 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
JANUARY 30, 2007, 3:00 P.M.
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
MINUTES
1. Meeting called to order at 3:00 p.m. by Board President David Bisett. Present: David Bisett,
Dell Hood, Marty Jacobvitz, Judith Laird, Nora Moeller, Rob Sandefur.
2. Judith presented the question to be decided: whether to include biographies of show designers
in the program. Committee members discussed factors involved, including the need for possible
changes to the program; printing costs; the enhanced image of the Players that could result; what
other theaters do; our desire to set high standards not only for our productions but for our
programs as well; and whether to do so only for Blithe Spirit or for all future productions.
3. David moved that we include the designer biographical notes for Blithe Spirit, with the
expectation that we will review the policy and procedures in the near future for subsequent
shows. Rob seconded the motion which was adopted by unanimous vote.
4. Judith said we need to resolve the question of when comp tickets can be used - only for
opening night or for any performance. David moved that the policy should be that comp
tickets can be used for any performance of a show. Dell seconded and the motion was
adopted by unanimous vote.
5. Executive Committee meeting adjourned at 3:20 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
FEBRUARY 6, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY
MINUTES
1. Meeting called to order by Board President David Bisett at 3:30 p.m. Present: David Bisett,
Lucy Dysart, Dell Hood, John Hyink, Marty Jacobvitz, Judith Laird, Rob Sandefur.
2. Minutes of January 30 Executive Committee meeting approved as submitted by unanimous
vote.
3. President’s Comments:
a. David said all arrangements for Blithe Spirit are well underway. He noted the reason for
hosting a reception with cast and crew on opening nights is to create a buzz for the show and to
stimulate public notice of the production.
b. Building Committee: David called attention to the need to have a committee of several people
to watch the Playhouse and take care of regular maintenance needs. The work is more than one
person could be expected to do on a volunteer basis, so several people are needed. Marty said
there should be a clear description of responsibility and an operations manual spelling out how
specific functions should be done and how to respond to emergencies. John said he would meet
with Adam and Jana, who are in the building on an almost daily basis, to get their ideas on how
maintenance needs could be identified and met. David agreed to talk with Jim White, now doing
carpentry for Blithe Spirit, to ask him to help. John agreed to serve as the liaison of whatever
group emerges to the Executive Committee.
c. Hospitality budget: Lucy distributed a discussion paper outlining current costs for opening
night hospitality with suggestions for changes and cost estimates. John moved that we increase
the price of opening night tickets by $3.00 and offer wine with light snacks, not heavy hors
d’oeuvres. Marty seconded the motion. After extended discussion of alternatives, the motion
failed by 0-6.
Committee members discussed whether to offer pre-show food and/or drinks; whether to use a
caterer or rely on our own volunteers and offer only champagne and crackers or similar selfserve snacks; and whether to offer wine at every show as we do coffee and soft drinks, with a
donation bowl specifically for the wine. It was noted that every production’s cast and crew want
to release the pressure of opening night by having some kind of event, and that we need to set a
pattern that people are comfortable with and that helps develop good responses to opening
nights.
Judith moved that starting with Divorce Southern Style, we dispense with pre-show hors
d’oeuvres and return to our traditional toasting of cast and crew on opening night with
champagne and nibbles without a caterer. Dell seconded the motion which was approved
by unanimous vote of 6-0.
7
Marty moved that the concession stand open before each show with wine available and a
8
9
donation bowl, and that these be available also during intermission with the regular
concessions. John seconded the motion. In discussion it was noted this will rely on an
honor system, but that we cannot formally charge for wine as we do not have a liquor
license. The motion was approved by unanimous vote.
Al Sander arrived at 4:15 and joined the discussion.
Marty suggested we should show appreciation to season ticket holders and that we use the
hospitality budget to do some type of event. David asked Lucy and her committee to discuss
having the Board host such an event, most likely in September.
4. Al Sander’s comments:
a. Al has spoken with Valerie Meeks about inviting the Arts from the Heart group to dress
rehearsals. Board members agreed this has to depend on the nature of the production and the
appropriateness of having young children mixed with the generally older audience groups invited
to that show.
b. We have to do something about the sign in front of the Playhouse on Old Kyle Road; many of
the letters are missing. It was agreed we need to order a new set of letters and find an
acrylic cover with a lock to prevent further theft.
c. Al said he and Jean Ann would be willing to host a fund raising event, noting such events help
promote us in the community by the publicity they generate. He and Committee members
discussed alternative places to hold such an event (Winston’s, Fischer Store) but noted the costs
and difficulties in using those venues. The event needs to have at least 200 people at $50 per
head to make it worth our effort. Lucy’s hospitality group would have to do the decorations and
we need someone to run the auction. Al proposed an informal barn dance type event, for which
we might be able to get a caterer at $15 per head. Al will pursue this.
d. Capstone: Marty said we have approximately $60,000 available in the bank, part of which can
be used to pay our Capstone debt. He proposed we take a $14,000 loan from Ozona National
Bank on a 20-year note, which would add $120 per month to our payment, and combine this with
$14,000-plus from our funds to pay the Capstone bill.
John suggested we ask ONB about a line of credit instead of taking a loan. Committee members
agreed this is a much better solution. Marty moved that the Committee approve asking
Ozona Bank for a $25,000 line of credit. John seconded and the motion was approved
unanimously.
5. Development Vice President: David said Nora Moeller has had to resign from the Board for
personal reasons, leaving the development position open. Committee members agreed
unanimously that the full Board should be polled by email on whether to ask Julie Ray to
join the Board as Vice President for Development. Dell agreed to conduct the email poll
according to the provision in the bylaws.
10
6. Final dress rehearsal policy: Judith presented her proposed guidelines for final dress rehearsal.
Committee members discussed the issue and agreed the vice presidents for development and
publicity should confer to develop a final proposal to present to the full Board.
7. Comp ticket policy: Judith said the current policy is that anyone who is credited in a show
program is given a comp ticket good for any performance. This averages to about 40 comps per
production, plus the six or so given to front-of-the theater volunteers. After discussion of
whether the development and publicity vice presidents should be able to give comps for special
guests, it was decided by unanimous agreement that these comps should come from the show
budget. The unanimous consensus was to leave the policy as is - comps for those credited in
the program and theater and house managers and ticket takers.
8. Extending show runs: Judith asked if we should begin four-week runs for each show. By
unanimous consent it was agreed to do a test four-week run with Divorce Southern Style
and see how it works.
9. Administrative matters: By unanimous agreement Committee members approved a proposal
by John that he ask Kathy Gamel and Jana White for a wish list of administrative questions and
procedures.
10. Artistic report: Rob said LeRoy Nienow plans to audition for The Man of la Mancha in July.
11. Correspondence: Dell said he has received a form from the Texas Secretary of State
requiring periodic confirmation of basic information for non-profit organizations. Dell will see
that the information is verified and return the form.
12. Adjourn: Committee meeting adjourned at 5:20 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES, FEBRUARY 13, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Meeting called to order by Board President David Bisett at 3:35 p.m.
Present: David Bisett, Dell Hood, John Hyink, Julie Ray, Rob Sandefur.
A. Rob:
Lee Colee plans some changes in her May program. The Flashbacks and the Wonder Broads are
defunct as performing groups, so the program she now plans will be recitals by her students at
2:00 and 7:30 p.m. on May 12, and then a farewell concert by the Little Divas on May 13 at 2:30.
11
The recitals on the 12th will be free admission events, with the Players selling concessions and
keeping the proceeds. Lee proposes that admission to the Little Divas be at a blanket price of
$10, and the Divas will donate all proceeds to the Players as a thank-you for supporting the
group over the years. No tickets will be used for this event; cash will be collected at the door,
with seating on a first-come basis.
Committee members agreed unanimously with this proposal but stressed the need for someone to
serve as a producer responsible for sound, lighting and other arrangements. Lee will be
responsible for finding people to collect the admission fee and for publicity. We will do a short
piece for the next Curtain Call. Committee members agreed that Players’ involvement should be
kept to a minimum.
David will meet with Lee on March 15th to discuss the administrative arrangements for her
summer camp.
The 2007-2008 season bill is almost final. A potential guest director from Austin has proposed
doing Bell, Book and Candle. Rob has just received the licensing agreement for Man of La
Mancha.
B. Julie:
Our request to the Civic Club will be for $4,000, for undesignated operating expenses.
She distributed a report by Al Sander on the June 10th fund raising event. He needs volunteers to
run the auction and to find or contribute auction items. Committee discussed ideas for auction
items, especially new and unusual things such as a saddle, boots, a week at a riding camp, rights
to underwrite a show or to buy a full house for a special performance. Ideas and contributions
are still needed. Al has suggested an increase in ticket price to $75. The Committee agreed
unanimously to recommend approval of this price by the full Board at the March 20th meeting.
Committee members approved Julie’s request to spend $100 for one or more items to put in our
gift basket for the Rotary Gala auction if we do not get sufficient donations to fill the basket.
Committee members discussed how to make attending the final dress rehearsal more special for
Village Thrift Store volunteers, such as having personalized name tags, a welcoming poster, and
a Board member as an official greeter. Julie stressed the need to get more people to volunteer at
the Thrift Store, to raise our percentage share of the income.
The Lions Club has asked for Players volunteers to help with Market Days again, as we did last
year. Anyone interested should contact Julie.
Committee members discussed the chart developed by Julie listing Board member
responsibilities and team members, where it should be displayed and how to use it to recruit new
volunteers. They discussed using a table in the lobby to answer questions and take information
from people interested in the Players. Julie will work on this with Lynn Adelson.
12
C. Dell
A letter was delivered to Deer Creek thanking Todd Mackenzie for the donation of a wheelchair.
Jane Dunham wants to list all Board members and their responsibilities in the Curtain Call;
Committee members agreed and approved the listing.
D. John:
John distributed a first draft of a theater operations manual and asked for comments and
additions.
Committee members discussed who should be responsible for creating and maintaining the
calendar of Playhouse use. By consensus it was agreed it should be a joint effort by the artistic
and administrative operations.
E. David:
Now that Capstone has been paid in full and we have their warranty on their work, we cannot let
them get off the hook for the several roof leaks we can now identify. Committee agreed we
should continue to pursue Capstone; John will work on the issue.
David reported on the problems he had in casting Divorce Southern Style.
David noted we seem to have lost whoever was keeping our archive. Julie agreed to talk to
Robin McCullough, who did this for us in the past. John Crosbie has offered to help with
database management.
F. Committee meeting adjourned at 5:00 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES, FEBRUARY 20, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
1. Meeting called to order by Board President David Bisett at 3:30 p.m.
Present: David Bisett, Dell Hood, John Hyink, Marty Jacobvitz, Judith Laird, Julie Ray, Rob
Sandefur.
2. David welcomed Julie Ray back to the Board as Vice President for Development.
3. Rob:
Rob referred to a request he received for the Players to host auditions by a children’s theater in
the Dallas-Ft. Worth area for their summer camp. Committee members discussed the proposal in
detail, noting the importance of having some kind of background check on the people running
the program; possible competition with Lee Colee’s summer program; competition for space as
the construction of sets for the next production would be under way; an unwillingness to turn
over access to the Playhouse to strangers; and the need to recover our basic costs. By
unanimous consensus the Committee agreed that we can not agree to the request this year,
and that this is an example of the type of outside project for which we must have a formal
contract specifying terms and conditions of use and an appropriate fee structure.
4. John:
John has been looking for examples of theater operations manuals to use in drafting such a
document for us. He plans to ask all those involved in theater tasks to write descriptions of their
jobs. David suggested a meeting with Jana, Kathy, Judith, and Terri to make a start on this job.
5. Judith:
a. Judith referred to a proposal she received from a firm that hosts websites for non-profits and
provides on-line ticketing services. Initial cost would be $410 for setup and the first six months,
with monthly charges of $35 after the first half year payable every six months. Committee
members discussed the proposal at length, noting our present website is more attractive than
what the company proposes to do, and that we may be able to develop an ability to do on-line
ticketing through other resources. By unanimous consensus the Committee decided not to
pursue the offer.
b. Judith noted that mailing the newsletter is expensive and that she has advocated for on-line
delivery. Committee members discussed the issue, suggesting that eliminating the envelope and
making the newsletter self-folding would save some postage expense.
c. Judith asked that we reconsider the question of inviting press to final dress rehearsals, noting
the lack of coverage by some Wimberley papers and the San Marcos Record. After discussion,
the Committee decided unanimously that we should invite press to the final dress rehearsal.
d. Committee members discussed where to put the row letters on seats. Judith will confer with
Jana on this.
e. Judith has become aware that people who want videos of 1776 and Christmas Carol are being
asked to pay for them, rather than having it be a simple donation of an unspecified amount. This
raises serious copyright issues for the Players. Committee members noted that funding is
available to install in-house videotaping equipment and agreed unanimously that we cannot
allow outside videotaping of our productions if copies will end up being sold. David agreed
to talk to the parties concerned to see that sale of tapes stops.
6. Julie:
a. Al Sander will chair a fundraising event scheduled for June. The theme will be a barn dance,
which will have a more informal atmosphere which may attract some people who have not come
to previous fundraisers.
b. The Rotary Club has committed to making a grant of $4,000 from its gala scheduled for April
29. We have to provide a basket of objects worth $250 for the auction. Julie will work on this.
c. A table will be set up in the lobby during show nights to sign up members; Committee
members approved this idea unanimously.
d. Julie wants to set targets for fund raising for this year. She proposes to aim for a Capital
Improvement Fund of $15,000, to provide for hard items for the building. If that fund
accumulates more than $20,000, the excess will be used to pay down our note.
e. The Civic Club will give us $3,000, which could be used for outside lighting.
f. The Committee needs to begin thinking about the Strategic Plan goal of hiring some skilled
staff. We need to start working on job descriptions, many of which are available on the internet.
Julie suggested a group be created to begin working on this job.
g. The development and public relations groups need to coordinate better on their requests for
donations, to avoid hitting up the same businesses and groups multiple times. We must be
sensitive to our donors.
7. Marty:
a. Marty summarized our financial situation. We have approximately $17,000 in our operating
fund, $10,000 in a CD, and $6,000 in our capital account. We have approximately $7,000 in
unspent grant funds, for the grand drape and the video system. We have paid off the Capstone
debt of $28,000. We may not reach our income projections for Blithe Spirit; he projects that
based on sales to date, we may end up with only 65% of seats sold for the full run.
Committee members discussed how to improve ticket sales, including more press reviews and
other publicity, and creating more community buzz through word-of-mouth promotion. We need
to keep constant liaison with community groups, and offer discounts for group ticket sales. This
has worked in the past and we need to revive the outreach.
b. A grant of $1,000 has been received from the Spencer Charitable Fund. Julie will write the
thank you letter.
8. David:
We still need to cast four characters for Divorce Southern Style.
9. Dell:
The periodic report to the Texas Secretary of State on nonprofit organization status has been
mailed, with a list of the full board and the seven executive officers attached as requested. Only
post office box addresses, or the address of the Playhouse, were provided in the list. On the
question of who will sign thank you letters, David said he wants to sign all letters to members.
Julie will take responsibility for those concerning development grants.
10. Other business:
Judith will set up a meeting to develop publicity for Divorce Southern Style in the next few
weeks.
11. Adjourn: Committee meeting adjourned at 5:15 p.m.
Recorded by Dell J. Hood.
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES OF MEETING, APRIL 10, 2007, 3:30 P.M.
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
1. Present: David Bisett, Julie Ray, Dell Hood
2. Julie’s report from Development team:
a. She distributed a new membership brochure which includes information on volunteer opportunities.
Copies will be on the membership table during intermissions for Divorce.
b. We have 315 members signed up to date, more than at this time last year.
c. Dee Ann and John Crosby have discussed our data management needs and solutions, including how to
collect the information and how we can use it to best effect. Judith and Jana should meet with them to
work out their needs for the various lists we need.
d. Fund raiser: A name has been proposed for the fund raising event heretofore called a barn dance: the
Stable Stomp: a Western Barn Dance. Al now has the chairpeople he needs and is getting underwriters.
e. We will have a poster welcoming Village Thrift Store volunteers to the Playhouse for Divorce, and
Kay Allison will be here to welcome them in person. Jane Lander is making nametags.
f. Our auction basket is ready for the Rotary Club gala; Julie distributed Kay’s list of its contents.
g. Julie showed a new brochure for use in developing group sales. Box office agrees the deadline for
group sales be eliminated and that they be permitted at any time except opening night if a bloc of ten seats
is available.
h. Julie showed final brochure on season tickets. The original draft was revised to legal page size to
include a blurb about each of the plays in the season.
i. Julie discussed several options for Players to host or cosponsor events related to the arts during dark
time at the Playhouse. They include: a lecture series in the week after Man of la Mancha; an illustrated
lecture on the Blanton Museum of Art in Austin, in conjunction with the WIC visit to the Museum;
readings of Katherine Anne Porter works, in connection with Texas State; a musical event, possibly a
guitar group in conjunction with a local guitar maker. Other suggestions from the Development team
included a presentation on Pecos cave paintings, and the art of planting in the Hill Country.
j. On May 6 the Village Thrift Store will commemorate a major achievement - earning and distributing
$500,000 in funds to its participating groups - and wants the Players to have a table with informational
materials at the Chapel in the Hills. Julie will arrange for this and will ask Mickey Trent to email her
membership list to promote the event.
k. Julie needs firm estimates on the costs for roof work and outside lighting to give potential donors a
reliable figure for their gifts. David will work on this.
3. Meeting adjourned at 4:40 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES, MAY 8, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY
Present: David Bisett, Jane Dunham, Dell Hood, John Hyink, Marty Jacobvitz, Judith Laird,
Julie Ray.
1. Meeting called to order by Board President David Bisett at 3:40 p.m.
2. David:
a. Lee Colee’ shows: Lee will have two recitals on May 12 and the Little Divas concert on the
13th and needs help with front-of-the-theater work. Jana will work Saturday and Judith may be
able to help; two volunteers are on line to help with tickets on Sunday.
b. Lee’s summer camp: Judith and Jana are working with Lee on establishing the ground rules
for her summer camp in June. Judith will decide what to do for programs for the camp - either
use our extras if we have them, or use new ones with next year’s schedule.
Committee discussed what access Lee should be allowed in the Playhouse during the summer
camp; agreed we have to secure the work shop and props. Judith is working on this with Lee.
Committee noted time is short to draw up a formal contract for Playhouse use with Lee. Judith
will draft a document covering usage but not liability. David said we need to clearly define
Lee’s terms by next week.
We have not yet heard from Lee on what she needs in set construction and painting. John Daws
will do her tech work.
Lee’s budget: Lee will have six paid shows and one free for sponsors and VIPs. Committee
discussed costs for these and what we might earn from them. We will pay for the playbill, one
ad in the View, and posters. Judith will talk to Lee about her estimate for expenses.
Jane showed a poster for Bright Ideas done by Rachel McGinnis. Committee discussed poster
designers and costs. Committee agreed to have both Rachel and Mo submit designs for Lee’s
camp. Jane will take care of the poster issue.
Marty proposed having a specific advertising budget for each show. Committee agreed by
consensus this is a good idea.
c. New Year’s Eve show: Committee discussed whether to have a show or not, and if so, what
type it should be. Several options were mentioned but no decision was made.
d. Theater installations: David has ordered the camera and will buy the lobby monitor soon. We
do not have an amp that we paid for but Dean never installed; David is pursuing this. David and
Adam will handle the drape installation, which will be done after Bright Ideas.
e. Staffing & prep for future productions:
1. Bright Ideas - Shirley Marlett will direct; we need stage hands. Judith is trying to find
a lighting designer. Julie will look for a grant for the lighting designer.
2. Man of la Mancha - Leroy Nienow wants a multi-level set for this show, including a
drawbridge, which will entail a lot of construction. Linda Sriro will do the music. We need an
experienced producer for this show.
Judith distributed a detailed list of “Productions Tasks for a Show” and asked everyone to review
it and comment.
f. Fund raiser: Julie has secured $5,000 in underwriting as of today, which is our minimum goal,
but she is still looking for more. Committee discussed auction items available so far and what
more we could look for.
g. Lobby status, contacts, committee members: David pointed out the Playhouse needs touch-up
work. Suzanne McCord has offered to take charge of it, at no charge to us, after Lee’s summer
camp. Terri Bisett and Charlotte Caldwell have offered to work on the lobby committee.
h. Building issues: There is a leak in the back bathroom. Jana will work on getting an estimate
to repair it. The venting system needs balancing. David will contact San Marcos Air
Conditioning, with whom we have a full year’s maintenance contract.
i. Outdoor lighting: We have a bid from Olson Electric to fix our outdoor lighting; Julie will use
it to seek a grant to cover the project.
j. Players Historian position: David noted that since we have moved into the Playhouse, we have
collected materials but no one has been doing the historical recording. Julie agreed to talk to
Robin McCullough to see if she would be willing to do it.
3. Financial Report
Marty reported on our financial condition, noting that although we are doing okay, we cannot
slack off. We have taken in approximately $6,000 in season ticket sales, which is income that
will not be coming in over the year. Judith referred to Marty’s earlier proposal to have an ad
budget for each show; she and Marty will work on this. Judith reported Terri Bisett has agreed
to take over advertising sales.
4. Administrative Report
John referred to his proposal to reorganize the administrative side of theater operations, noting
that Jana and Kathy Gamel have their sides well under control. John and David will sort out
other jobs such as maintenance and scheduling. We now have a high-speed internet connection
and unlimited long distance calling in the box office.
5. Development Report
Julie reported we will get $4,000 from the Rotary Club gala and $3,000 from the Civic Club.
The dinner club that came for Divorce enjoyed their experience so much they may be back in
July for Bright Ideas. The date for the Village Thrift Store celebration of reaching a half million
dollars in contributions to the community has been set back to May 20, at the Chapel in the Hills.
Dates for the lecture series have been set for October 16-18. Julie will join the vetting committee
of Judith, Tevis Grinstead, and Rob Sandefur to review the subjects and presenters of the
lectures.
Julie said we need to consider a storage unit, either a rented site or a building erected on site.
Committee members discussed the question. Judith will investigate options and costs.
6. Artistic Report
Judith distributed handouts proposing policies to cover comp tickets, final dress rehearsal, and
audition procedures.
7. Publicity and PR Report
Jane asked for help with writing publicity materials.
8. Secretary Report
Nothing to report.
9. Other Business
Judith asked for discussion on serving wine at intermission at a future meeting.
10. Adjourn: Committee meeting adjourned at 6:00 p.m.
Recorded by Dell J. Hood.
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES, JUNE 12, 2007
CYPRESS CREEK CAFÉ, WIMBERLEY SQUARE
Present: David Bisett, Kathy Gamel, Dell Hood, Marty Jacobvitz, Julie Ray.
1. Meeting called to order at 3:40 p.m. by Board President David Bisett.
2. Marty Jacobvitz:
Marty reported on the success of the Stable Stomp. He estimates the event grossed
approximately $30,000, and that expenses will total approximately $8,000. Payments from
underwriters and buyers of auction items are still coming in, so it will be a while before he has a
final report. One hundred thirty eight season tickets were sold.
Thank you letters to donors need to include a statement they can use for tax purposes. Terri
Bisett used a form for last year’s fund raiser, which we should be able to reword for this event.
3. Julie reported there are funds left over from the Lions Club donation, which she would like to
use to buy a digital projector unit to use to take programs out to civic organizations. The
Committee agreed by unanimous consensus that she should buy one unit, at an estimated cost of
$1,000.
4. David:
A. There are several cases of strep infections among the kids in Lee’s summer camp, so the
cleaning crew at the Playhouse must be told to use disinfectant wipes throughout the building.
B. Almost all details for Bright Ideas are in hand, except for a few scheduling issues involving
set design and construction for Man of la Mancha.
C. David said Leroy Nienow has raised the issue of his expenses for directing Man of la
Mancha. Committee members discussed various options to address the issue, noting that we
have to expect that higher quality and more complicated productions may cost more to present in
Wimberley. Each production has to be considered individually and separately. They agreed
unanimously that David could offer $1,000 as honorarium but nothing for travel expenses.
Kirsten Jacobvitz will be asked to draft a contract we can use with directors and possibly other
personnel so that financial terms are established in writing.
D. David referred to the complex multi-level set Nienow wants for la Mancha and noted that our
volunteer technical crew will not be able to spend the huge amounts of time and effort this
production will require. Committee members discussed paying a set designer/builder. Marty
said we need to start including such expenses into each production’s budget.
E. Committee members discussed the question of selecting a graphic designer. They agreed
unanimously that this need not be a Board issue and that Jane Dunham will have authority and
responsibility to take bids and make decisions on playbill design questions.F. Lucy Dysart has
resigned from the Board and as head of the hospitality committee for health reasons. No one in
the hospitality group seems willing to take over the job. Julie said she will talk to members of
the group to try to find someone capable and agreeable to leading it.
5. Julie:
A. The donation from the Rotary Club has been set at $4,000. She plans to apply to the Rotary
District for a matching grant to see if we can double that amount.
B. As schedules for future productions are set, we should try to work in time for lectures and
other programs that will increase our variety and appeal to more audiences.
C. Julie noted that some donors are willing to make grants that cover some operational expenses,
such as special skills like a lighting designer. She continues to investigate all such possibilities.
D. The Stomp attracted some new people who have not been to the Playhouse. She plans to do a
brochure thanking them and inviting them to volunteer for any of our opportunities, to try to
keep their interest in the Players alive and active.
6. Committee members agreed to change the day of their meetings to the first Tuesday of each
month, keeping the full Board meetings on the third Tuesday. They agreed to have a workshop
on the Strategic Plan on July 10.
7. Committee meeting adjourned at 5:25 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES OF MEETING, SEPTEMBER 4, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: David Bisett, Jane Dunham, Kathy Gamel, Dell Hood, Marty Jacobvitz, Judith Laird,
Julie Ray, Jana White, Adam Witko.
Also present: Jenifer Carsrud, Mike Rankin.
1. Meeting called to order at 3:30 p.m. by President David Bisett, who introduced Jenifer
Carsrud, director of Bell, Book & Candle.
2. Jenifer discussed her ideas on how she wants to present BB&C. She discussed with the
committee the technical requirements, set design, and rehearsal schedule for the show.
3. David introduced Mike Rankin, roofing specialist with Provider Construction & Roofing in
New Braunfels. David noted the warranty with the firm that did the Playhouse roof expires soon
and we need an independent opinion on the leak problem and our options for repairs. Mike
outlined four options:
a) coat the existing roof with a primer and elastomer compound, which would give us a
ten-year warranty on leaks; estimated cost for this, without doing the porches, is $14,200;
b) add up to two inches of polyurethane foam to the exterior of the existing roof, which
would increase the insulation factor and may reduce the interior condensation problem; estimated
cost $22,000;
c) a new standing seam Galvalume Plus 24-gauge roof, with a 15-year leakproof
warranty, at estimated cost of $26,000;
d) retrofit a single-ply Duro-last thermoplastic membrane over the existing roof, with a
15-year leakproof warranty, for estimated cost of $27,000-$28,000.
Mike’s firm could begin work on whatever option we choose in about two months. He will
make a return visit to the Playhouse to identify the cause of our leaks. David stressed that we
need to make Capstone correct the mistakes it made in doing the current roof; he will draft a
statement which Marty volunteered to have Kirsten review, and then send it as a registered letter
to Capstone.
Committee members discussed the options and how we might finance any of them. Consensus
was to take a loan from Ozona bank. Julie noted we might be able to get a grant for a new roof
before it is built, but that no one would finance debt retirement if we ask after the roof is done.
Committee members agreed to get a second bid on roof work, as close to the options Mike
offered as we can. Marty will ask Bill Dunn for estimates.
4. Judith said the readers group will meet this week to look at plays for the 2008/2009 season.
5. Marty reviewed our financial situation; we are in reasonably good condition.
6. Cub Scouts project: Judith will discuss with Whitney Marlett Whitney’s proposal to have Cub
Scouts do some work in the prop closet; she expressed concern that if the Scouts are too young
they will need close supervision.
7. Final dress rehearsal for Man of La Mancha: David noted that Man of La Mancha (MLM) has
a brutal rape scene, and there is concern about children seeing it. He will be sure Valerie Meek
knows about it, and will leave the decision on whether Arts from the Heart students should
attend the final dress to her.
8. Seats: G-1 is loose and needs repair. H-1 and H-2 will be removed for MLM, to facilitate
movement by the cast that enters from the house.
9. Season tickets: Kathy reported 172 have been sold so far, and she has eight more to book.
10. Development:
Julie distributed brochures for group sales for MLM and urged Board members to distribute to
all groups in which they participate.
She reviewed the joint promotion with the Wimberley Valley Art League for the weekend of
September 21-23 and the publicity for MLM and the WVAL show.
Julie has applied to the Lions Club for a grant for additional audio equipment.
11. Show budgets: Judith said she wants to separate the budget for advertising from each show’s
budget and proposed having one ad budget for the year, to be used both for general and showrelated publicity. Committee members discussed the proposal without reaching a consensus. It
was agreed to have a budget workshop for the next year at the next Executive Committee
meeting.
12. Board vacancies: Judith noted we have a Board position vacant and proposed naming
Charlotte Caldwell to fill it. Committee members discussed whether to fill vacancies now or
wait until the 2008 annual meeting. They agreed by consensus to wait to the January meeting.
13. Meeting adjourned at 6:00 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES OF MEETING, OCTOBER 2, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: President David Bisett, Kathy Gamel, Dell Hood, Judith Laird, Julie Ray, Jana White.
1. Adding a matinee performance for Man of la Mancha:
Judith said Leroy Nienow, director of Man of la Mancha, has asked the cast and crew if they
would be willing to be available for an extra performance, a matinee on Saturday, October 13.
Only one of the cast was hesitant, based on the demanding nature of the performance, but would
not stand in the way if there was no other opposition. Other days, such as Thursday or Sunday
night of the closing weekend, are out due to schedule conflicts. Very few seats remain for any of
the other performances, and Judith believes the extra show could be well sold. Committee
members discussed the question at length, considering pros and cons and the issues to be settled,
including finding front office volunteers and publicity.
Those opposed argued that (1) support of an extra show sets a risky precedent by changing the
published show schedule after a run has begun, that (2) we don't want to struggle to fill the
theater, and that (3) sold-out shows send a positive message to our audiences. Proponents of the
suggestion argued that (1) precedent-setting is not the primary concern since each show is bound
in its own unique context, that (2) filling the theater is not likely to be difficult given the fact that
we are already sold out for the remaining two weekends and have time to advertise the extra
show, and that (3) the Players can harvest both good will and revenue by adding a performance.
Judith moved that the Executive Committee approve adding a matinee performance on
Saturday, October 13, provided cast and crew agree to do the show. Dell seconded the
motion. David, Judith and Dell voted yes, Jana, Julie and Kathy voted no. In view of the
tie vote, Judith said she wanted the opinions of the other Executive Committee members
and would email Jane Dunham and Marty Jacobvitz.
2. Creating a paid Facilities/Production Manager position:
David referred to the proposal by Adam Witko to create a paid part-time position of Facilities
and Production Manager to supervise many aspects of the use and operation of the Playhouse,
but excluding receptionist, secretarial, front office management, general janitorial, and landscape
maintenance duties. David is seeking an opinion from our accountant Linda Morgan on some
financial and legal aspects of the proposal.
Committee members discussed the proposal, agreeing that it makes sense and fills a major need
for the Playhouse, and that Adam is the person to fill the job. Julie said her discussions with the
executive director of the Austin Community Foundation have been encouraging and indicate that
the ACF would be willing to provide a grant for salary, roof repair, or a storage facility, with the
roof being the preferred choice. Julie noted that by funding a staff position ourselves, we
demonstrate to grantors a commitment to running the Playhouse as professionally as possible
which puts us in a better position as far as grantors are concerned.
26
27
Committee members discussed the provision in the by-laws concerning reimbursement to Board
members but agreed there is ambiguity in this situation. David agreed to talk to Adam about his fee and
to get clarification on compensation issues from CPAs.
Jana moved that the Executive Committee recommend to the Board hiring Adam Witko as
Facilities/Production Manager under the terms of Marty’s budget analysis, at the rate of $20 per
hour for 20 hours per week, to the end of 2007. Dell seconded the motion which was approved by
unanimous vote.
3. Strategic Plan review:
Julie said she has had varying levels of success in getting working groups to review specific sections of
the Strategic Plan. She said there needs to be discussion by the full Board of major issues such as the
structure of the leadership, including the relationship of the Exec Committee to the Board, the size of the
Board, and the meetings schedule. David agreed the full Board should devote its next meeting to the
structure of the Board and related issues.
Committee discussed the size of the Board. Julie moved that the Committee propose to the full
Board that the two current vacancies on the Board not be filled for 2008, thus reducing the Board
to 17 members. Jana seconded and the motion was adopted by unanimous vote.
4. Nominations Committee:
David agreed to select three members of the organization to serve as a nominations committee for the
2008 Board positions and to report to the full Board on October 16.
5. Show budgeting and expense record keeping:
Judith suggested that a more effective budgeting arrangement would be for the Vice President for
Finance to submit figures for what each show’s budget should be based on the needs to create a given
amount of income within a given expense limit, and to develop a similar budget for each vice
presidential activity (publicity, administration, development).
Committee members agreed to schedule a committee meeting on budget issues for 3:30 p.m. on
Tuesday, October 9.
6. Children’s programs in the Playhouse:
Judith said she will develop a template for a program on show production which she will offer to Arts
from the Heart and to other interested groups. She estimates it could involve up to 15 children, and will
teach them how to mount a production. It will be done in January, and there will be no expense to the
Players nor any need for front office volunteers. Dell moved that the Committee authorize Judith to
move forward with development of the program and that she bring it to the Board when
appropriate. Kathy seconded and the motion was approved unanimously.
7. Roof repair:
Julie needs to have a specific proposal to take to discussions with grantors such as the Austin
Community Foundation, and it should include the full range of options that were presented to the Board.
28
8. Other business:
a. Jana reviewed her production plans and set design for Bell, Book, and Candle.
b. Kathy asked for a policy decision and procedural guidelines on how to handle an emergency call for
someone in the theater during a show.
c. Kathy asked if we will continue to offer student discount tickets at $10. David said the Executive
Committee needs to discuss and decide.
d. Judith offered to set up and take care of offering wine in the lobby during pre-show and intermission,
with a donation jar. She noted we have a supply of wine that is not being used otherwise and that we
can earn both money and goodwill by offering it. No objection was proposed.
9. Adjournment: Committee meeting adjourned at 5:45 p.m.
Recorded by Dell J. Hood
Executive Secretary
WIMBERLEY PLAYERS EXECUTIVE COMMITTEE
MINUTES, NOVEMBER 6, 2007
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: David Bisett, Lynn Adelson, Jane Dunham, Kathy Gamel, Dell Hood, Marty Jacobvitz, Judith
Laird, Julie Ray, Al Sander, Jana White, Adam Witko.
Board President David Bisett called the meeting to order at 3:35 p.m.
1. Facilities and Production issues:
Adam distributed a draft of a calendar for keeping track of all uses of and activities in the Playhouse, for
the period November 2007-January 2008. He used Google’s calendar program to develop it; it has the
capability to be layered, showing multiple levels of information in overlays. At present only he has
access to it, but he would consider adding access for one or more Board members as demand indicates.
It can be viewed at: http://tinyurl.com/32cmnr. Committee discussed creating a wall calendar for ready
viewing in the Playhouse; Adam is working on that. He asked for all other dates that need to be added to
the calendars.
Adam distributed a task log showing his work for the period October 16-November 5 and reviewed it
with Committee members. He has set up the internet access for the box office computer and initiated
wireless capability for the Playhouse. He will look into adding the fire lane striping in the parking area
to satisfy fire department requirements.
29
Julie reported she broached the subject of grant funding for roof work with the Austin Community
Foundation and expects an answer in December.
2. Organizational Structure group report:
A. Julie referred to the organizational chart for Board functions and noted we are working somewhat
differently than the chart would indicate. The group studying organizational structure of the Board and
Executive Committee met last month and developed recommendations to improve overall Board
functioning and its relation to the Committee. She presented the group’s report and recommendations,
which are:
1. Retain current structure (of the Board) but clarify role of Executive Committee (EC) and its
relationship with the Board, including better and more frequent vertical and horizontal communications.
2. Take steps to improve operation of Executive Committee and communication with the Board,
including earlier development of the EC agenda and distributing it to the full Board, and distribution of
minutes of all meetings as soon as possible after the event.
3. Keep the Administrative Manager role in the organizational chart, with Jana and Kathy representing
that job on the EC for now, and possibly adding someone to the administrative team who could be
trained for a future administrative manager position.
Committee discussed the recommendations in detail, focusing on the role of the teams which are
supposed to support each of the five functional vice presidents. Committee accepted the three
recommendations as presented by consent.
B. The study group also recommended that a financial report be presented at each meeting. Marty
and Committee discussed the proposal and agreed that a report at each meeting of both the Board and
EC would be duplicative and would not serve much purpose. Marty agreed to present the full monthly
financial report at the Executive Committee meeting on first Tuesdays, and then summarize it as needed
for the Board meeting two weeks later, starting in December.
C. The study group referred to the by-laws which say one of the executive vice presidents is to be
selected to act as president when the latter is absent from a meeting. Committee agreed this should be
taken up and acted on by the new Board in January.
D. The study group asked for clarification of when the EC can act without full Board consent.
Committee members discussed the issue, referring to the language of the by-laws. David described the
role of the EC as a screening and problem-solving body that should act between the identification of an
issue and the full Board meeting on it. Committee members agreed generally that the present
arrangement should continue.
E. Committee members agreed with the study group recommendation that new Board members should
be given an orientation to the workings and policies of the Board.
David directed that the organizational structure proposals be brought to the next full Board meeting for
extended discussion.
30
3. Membership issues:
A. Lynn proposed that the annual solicitation for membership renewals be done in January instead of in
the preceding fall. Arguments for the change include being able to account for the mailing expenses for
a given year within that year; tying the solicitation to the annual meeting, thus making the request for
membership payment directly related to the start of the new year; and the fact that early in the year has
been shown to be a better time to do mass mailings.
Kathy made the motion to move the annual membership solicitation to January as proposed by
Lynn, and Marty seconded. The motion was approved by unanimous vote.
B. Lynn proposed to add two new member benefits in 2008, which would be announced in the
membership letter: a dessert party mixer, perhaps with actors and stage personnel, in the spring; and a
series of lunches at which small groups of members would gather for informal lunches and discuss ideas
about the Players. These would be held throughout the year and on various topics. Committee members
discussed the proposals.
Julie made the motion to approve the two member benefits as described, Judith seconded, and the
motion was approved by unanimous vote.
C. Lifetime members annual letter:
Lynn pointed out the letter to lifetime members, asking them for contributions instead of annual dues, is
a separate letter that she needs to write, and which goes to approximately 60 individuals or families. She
asked for suggestions on what to ask for. After Committee discussion, Adam agreed to work with Lynn
on the letter.
D. Curtain Call:
Committee discussed how long the Curtain Call should be sent to people who have not paid
memberships for the current year. Judith noted she wants to be able to keep in contact with actors and
stage people who may not be members but who could be interested in Players events. Jane agreed to
work with the membership group on an answer to the question.
4. Nominations Committee report:
Judith reported the committee has not met yet but will do so very soon. She asked all Committee
members to send her names of potential nominees to the Board.
5. 2008 budget:
Marty is working on a way to categorize expenses better, by reviewing all of this year’s invoices and
trying to identify what each vendor’s expense is for. He asked all Committee members to try to get all
invoices or receipts to have some specific indication of what they are for.
6. By-laws revision:
31
Dell said he will circulate to all Board members some proposals for by-laws revisions that have to be
presented to the 2008 annual meeting. They will be mainly cosmetic and intended to tighten up language
in a few sections.
7. Other business:
A. Jane distributed a paper with two options for a discussion list for Board members: Dreamhost, and
GroupMail Personal Edition. The discussion list will allow for distribution of messages to all Players
members, and could replace Mickey Trent’s e-mail distribution list. Jane asked all EC members to
review the options and e-mail their comments to her. Further discussion will be on the December
agenda.
B. David said he needs all production jobs filled for Marvin’s Room.
C. The First Baptist Church has asked to use the Playhouse for a children’s program on December 18.
D. David presented color swatches for new lobby carpeting and wall paint. We have received a donation
of up to $10,000 for lobby redecorating, and a committee is working on the project.
8. Adjournment: Committee meeting adjourned at 6:05 p.m.
Recorded by Dell J. Hood