WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES OF REGULAR MEETING
JANUARY 15, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: Lynn Adelson, Barbara Alexander, Kay Allison, Jane Dunham, Dell Hood, Judith Laird,
Gina McClure, Julie Ray, Dee Ann Story, Steve Thurber, Jana White, Adam Witko, Skip
Jorgensen.
1. Meeting called to order at 3:40 p.m. by Julie Ray, acting as chair in absence of David Bisett.
2. Minutes of Board meeting of December 4, 2007, and Executive Committee meeting of
January 8, 2008, were approved by unanimous vote.
3. Starlight Symphony Orchestra:
Skip reported the two SSO Christmas concerts were resounding successes, with standing room
only at the Blanco Courthouse and all available chairs in the Wimberley Community Center
main hall in use.
4. Annual meeting program:
Lynn distributed copies of the proposed agenda and schedule for the 2008 annual meeting. She
asked for names of people who could be awarded a Drammy for unusual, interesting, or amusing
contributions. Julie distributed copies of the PowerPoint presentation to be used during the
business part of the meeting.
5. Nominations Committee report:
Barbara distributed a list of people being proposed to the annual meeting for election to the
Board. She asked for short biographic sketches for each new nominee. Board members discussed
how the list should be presented and how to respond if there are nominations from the floor.
6. Development report:
a. Julie reported on the status of several grant applications. She is applying to PEC for $10,000,
the full amount for our outdoor lighting project. We need to identify a specific project for the
Rotary Club grant from its annual gala; Julie noted that a costume shop has been proposed as a
naming opportunity for big donors and proposed that we apply the anticipated $4,000 from
Rotary toward this. Adam described the need for and his plan for creating a costume shop; Board
members agreed by consensus that the Rotary Club grant could be designated for this use.
b. Board members discussed the need for a storage unit for temporary use. Lynn Johnson has
offered use of a small unit for free for one year, with the possibility that we could get access to a
larger unit as one becomes available. Adam is continuing to work on this but believes it is too
early to specify this as a use for the Rotary grant.
c. Julie reminded Board of the orientation meeting on February 5, at Dee Ann Story’s, for all
Board members, which will serve as a get-acquainted meeting with new members.
d. The Wimberley Valley Art League has contacted Julie about repeating the cooperative
program we did with them last year, timed to their fall art show and the opening of our fall
production. Judith said she should know by early April the date for that opening weekend.
e. Lynn reported we have signed up 190 members so far this year, a good start. Ozona National
Bank has become a member, and Ace Hardware has doubled its contribution. Dee Ann noted that
the Benefactor category is our largest membership category.
7. Strategic Plan revisions:
a. Julie reported all parts of the Plan except the Administrative and Artistic sections have been
completed. Judith said the Artistic part is ready, but there have been comments about the play
selection process. Board members discussed how plays are selected; it was pointed out that the
selection committee is open to any member, and that after a short list is developed, the
committee carefully reads and considers each play on that list. It was agreed the Board should be
informed of the short list as soon as it has been made.
b. Julie distributed copies of the Organizational Structure section and Board members reviewed it
line by line. Steve Thurber moved that the Board approve the Organizational Structure
section as corrected. Gina seconded and the motion was approved by unanimous vote.
8. Artistic Report:
Judith and Barbara noted that rehearsals are going well for Marvin’s Room.
Deathtrap will be directed by Jay Jennings of the Texas State University theater department, and
Pam Schultz will produce. Judith pointed out that although it is a murder mystery, there is a lot
of good humor in it also, so it should appeal to a broad audience.
9. Financial report: Not available.
10. Publicity report:
Jane said her new recruit to help develop publicity materials, Billie Darling, is working out well.
11. Administrative & Facilities management report:
Adam distributed his task log and reviewed his major work commitments. He noted that the use
of a live flame on stage raises some issues, and he is investigating types of devices that can be
used, and what the Wimberley fire marshal will allow. He reviewed the events listed on the
Players on-line calendar, and the set design for The Wizard of Oz, Lee Colee’s summer
production.
12. Other business:
Board members discussed how new officers should be selected after the annual meeting. It was
noted some current officers will continue in their positions, but the presidency is now open, with
David Bisett’s resignation from the position announced last week.
Barbara proposed that Lynn Adelson be named president of the board. Lynn agreed to consider
the position; Board members encouraged her to accept the position.
13. Adjourn: Board meeting adjourned at 6:00 p.m.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, FEBRUARY 7, 2008
DEE ANN STORY RESIDENCE
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Charlotte Caldwell, Russell Cox, Jane
Dunham, Kathy Gamel, Dell Hood, Michael Iles, Judith Laird, Joe Maverick, Gina McClure, Suzanne McCord,
Julie Ray, Dee Ann Story, Jana White, Adam Witko.
1. President Lynn Adelson called the Board to order at 5:00 p.m.
2. Meeting dates:
Board discussed meeting dates for Board and Executive Committee. By unanimous vote the Board agreed to have
Executive Committee meetings on the first Tuesday of each month and full Board meetings on the third Tuesdays,
starting at 3:30 p.m. at the Playhouse.
3. Bookkeeper:
Lynn referred to previous Board discussions on hiring a bookkeeper and noted that no formal action had been taken.
Joe Maverick said Marty Jacobvitz had done the bookkeeping on-line in QuickBooks, but that he preferred to use a
third party in Wimberley who could be relied on for account information regardless of who held the position of Vice
President for Finance. Lynda Morgan will continue to do our tax reporting and audit. Joe has had three years’
experience with Helen Davidson as bookkeeper, and she could be employed to do the Players books at $22 per hour.
He estimated the annual cost to be $4,800-$5,000 per year.
Board members discussed the proposal and voted unanimously to authorize Joe to contract for bookkeeper services
with Helen Davidson at $22 per hour up to a maximum charge of $5,000 for a full year.
4. Strategic Plan:
New Board members received copies of the Strategic Plan, and Lynn and Julie led discussion of revisions to the
Organizational Chart, re-alignment of job responsibilities, and job descriptions. Each vice president was urged to
meet with their team members to discuss issues within their respective areas and to write job descriptions for team
members. Board voted unanimously to name Kay Allison as Vice President for Development.
5. Grounds maintenance:
Jana said the Playhouse grounds need attention. Adam reviewed his efforts to find people who could be employed
for this. He will have a more complete report for the next Board meeting.
6. Administration:
Adam has created folders for paperwork for each board member at the Playhouse, and will develop key codes for
entry to the building.
7. Board meeting adjourned at 5:50 p.m.
Recorded by Dell J. Hood.
WP Board Minutes, Feb. 8, 2008
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Charlotte Caldwell,
Russell Cox, Jane Dunham, Kathy Gamel, Dell Hood, Michael Iles, Judith Laird, Joe Maverick,
Gina McClure, Suzanne McCord, Julie Ray, Dee Ann Story, Jana White, Adam Witko.
1. President Lynn Adelson called the Board to order at 5:00 p.m.
2. Meeting dates:
Board discussed meeting dates for Board and Executive Committee. By unanimous vote the
Board agreed to have Executive Committee meetings on the first Tuesday of each month and full
Board meetings on the third Tuesdays, starting at 3:30 p.m. at the Playhouse.
3. Bookkeeper:
Lynn referred to previous Board discussions on hiring a bookkeeper and noted that no formal
action had been taken. Joe Maverick said Marty Jacobvitz had done the bookkeeping on-line in
QuickBooks, but that he preferred to use a third party in Wimberley who could be relied on for
account information regardless of who held the position of Vice President for Finance. Lynda
Morgan will continue to do our tax reporting and audit. Joe has had three years’ experience with
Helen Davidson as bookkeeper, and she could be employed to do the Players books at $22 per
hour. He estimated the annual cost to be $4,800-$5,000 per year.
Board members discussed the proposal and voted unanimously to authorize Joe to contract for
bookkeeper services with Helen Davidson at $22 per hour up to a maximum charge of $5,000 for
a full year.
4. Strategic Plan:
New Board members received copies of the Strategic Plan, and Lynn and Julie led discussion of
revisions to the Organizational Chart, re-alignment of job responsibilities, and job descriptions.
Each vice president was urged to meet with their team members to discuss issues within their
respective areas and to write job descriptions for team members. Board voted unanimously to
name Kay Allison as Vice President for Development.
5. Grounds maintenance:
Jana said the Playhouse grounds need attention. Adam reviewed his efforts to find people who
could be employed for this. He will have a more complete report for the next Board meeting.
6. Administration:
Adam has created folders for paperwork for each board member at the Playhouse, and will
develop key codes for entry to the building.
7. Board meeting adjourned at 5:50 p.m.
Recorded by Dell J. Hood.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES OF MEETING, FEBRUARY 19, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Charlotte Caldwell,
Russell Cox, Jane Dunham, Kathy Gamel, Dell Hood, Michael Iles, Judith Laird, Joe Maverick,
Gina McClure, Suzanne McCord, Julie Ray, Dee Ann Story, Jana White, Adam Witko; Skip
Jorgensen.
1. Board called to order at 3:30 p.m. by President Lynn Adelson.
2. Minutes: Minutes of meetings of February 5 and January 27, 2008, approved as submitted by
unanimous consent.
3. Thank yous: Lynn thanked Dee Ann Story for hosting the Board at her home on Feb. 5, and
everyone who helped with arrangements for that meeting and the opening of Marvin’s Room.
4. Strategic Plan review:
a. Julie referred to the Artistic section of the Plan and noted the interest among Board members
in having a chance to review the list of plays being proposed by the play reading group. After
discussion, it was agreed Julie should add a sentence to the Artistic section providing that the
reading group would make a short list of proposed plays available to the Board during the month
before final selection.
b. Julie has received no comments on the Expanded Offerings/Diversified Audiences section.
Board agreed by unanimous consent to accept the language in general.
c. Organization chart: Lynn noted we need someone to lead the volunteer development team.
Charlotte volunteered to be a co-leader; David, Dee Ann, Judith, Lynn, and Adam offered to
work on the team.
5. Starlight Symphony Orchestra:
Skip reminded all of the youth concerts the second weekend of March. The Dripping Springs
Community Fund has pledged a grant to the Orchestra, and Suzanne has offered Old Glory
Ranch as a venue for the Christmas concert. Judith asked about having part of the SSO do a
concert in the Playhouse; Skip said scheduling is the problem.
6. Finance:
a. Joe presented the final 2007 financial report, which Board discussed. Joe said the domain
names WimberleyPlayers.com and WimberleyPlayers.net are available for approximately $100
per year, and suggested we should acquire them and link them to our .org website. Board agreed
by consensus that Jane should pursue the matter.
b. Joe referred to a proposal made to the Players for a storage unit which would involve the twoway exchange of funds between the owner of the business and the Players. Board discussed the
issue at length and agreed by consensus they find the proposal unethical and imprudent. Joe was
instructed to pay straight rent for January and February.
c. Joe is arranging for a full audit which he estimates will cost $3,500 for the initial year, and
noted that all big donors expect to see an audit before committing to any significant grants.
7. Artistic:
a. Judith will have a discussion of the next season selection process at the next Board meeting.
b. Critique process:
Adam said many theaters do postmortems on their productions, and suggested it would be good
for us to develop a way to review all facets of our presentations. Barbara volunteered to lead the
effort to create a formal review/critique process and will report to the Executive Committee.
8. Marketing/PR:
a. Jane circulated a copy of the new Chamber of Commerce booklet with a Players ad. She asked
for articles for the next issue of Curtain Call to be sent out March 7.
b. Jane said we can benefit from linking our website to the Visit Wimberley site; the link would
be an unobtrusive icon at the bottom of the page. Board voted unanimously to authorize Jane to
make the link between our web page and the Visit Wimberley website.
c. Jane described a new e-mail service that would replace what Mickey Trent has been doing for
us so far. It would be far more versatile and faster; we can use it to announce auditions, reviews,
and any other notices we have; and it would let us distribute photos and other graphics. Board
gave unanimous consent for Jane to implement the new html distribution service.
9. Development
a. Annual meeting review:
Lynn thanked Charlotte for the arrangements and setting for the annual meeting. With the
overflow turnout for the meeting, Board agreed the announcements for the next one should
include an RSVP to give an indication of how many people to prepare for. Board agreed the
Drammie awards should be continued for the annual meeting.
b. Grant applications:
Julie proposed that this year’s application to the Civic Club identify the costume shop as the
beneficiary of the Club’s grant. Judith proposed that we contact seniors’ groups, hobby groups,
knitters and others that we need people who can run sewing machines during productions.
The Rotary Club has committed to a donation of $2,800 from its annual Gala, but in return it
asks that we contribute a gift basket with a minimum value of $200 for the auction. Board
discussed items that could be used to make up the basket.
Lions Club market days will begin on March 1, and we need to provide at least one volunteer for
each month to help. Russell said he works at Booth #4 on Saturday mornings, and Players
volunteers should check in with him to avoid confusion on assignments and crediting the time.
c. Community relations:
Julie wants to organize a group to work on community relations and a speakers bureau. The
Chamber of Commerce has asked to schedule a social mixer at the Playhouse on May 21. Board
approved the event by consensus.
d. Fundraiser:
Barbara proposed we plan another major fund raising event for early November, and make it on
a Sunday night. She and Suzanne will develop a proposal for Executive Committee
consideration.
e. Membership director:
Dee Ann moved that the Board elect Kay Henderson to the Board to serve as Membership
director. Suzanne seconded. Board discussed her background and qualifications. Motion to
accept Kay to the Board was approved unanimously.
10. Administration:
a. Lynn referred to the need for an administrative vice president. Jana moved that the Board
name David Bisett as Administrative Vice President, and Gina seconded. Board approved the
appointment by unanimous vote. David said his main priorities at the start will be to finish the
lobby redecoration, liaison with the Village Thrift Store, and volunteer development.
b. Wizard of Oz:
Kathy said Lee Colee has asked to add two performances of The Wizard of Oz, matinees on June
25 and 28. Board discussed the request and agreed by unanimous consent to approve it. Jana will
ask Lee to help recruit volunteers to work the front of the theater.
Judith said we paid Lee $300 and paid for one ad for her show and for the programs last year.
She proposed that this year we pay Lee $500, and pay for the program and an ad up to a
maximum of $750. Kathy seconded and the motion was approved unanimously. Judith
recalculated the cost of the programs and amended her motion to make the maximum $1,100
($500 to Lee, $500 for program costs, and up to $100 for an ad). Kathy accepted the amendment
and the amended motion was approved unanimously.
c. Defibrillator:
Jana said she has talked with Ken Strange at EMS about installing an automatic electronic
defibrillator at the Playhouse. After receiving assurance from our insurance company that the
Players and individuals using the device are covered under our liability coverage, Ken agreed to
look for a unit and to provide training. Board gave unanimous approval for Jana to pursue the
matter.
d. Hospitality:
Charlotte said that for a full house, we should have about 150 champagne glasses, but that we
now are down to fewer than 80. She estimated the cost at about $90 for three dozen glasses.
Board voted unanimously to approve up to $100 for new champagne glasses.
11. Facilities manager/Calendar:
a. Adam described for new Board members the on-line Google calendar he keeps for the
Playhouse and encouraged all to review it often. One event that has been proposed is a short
dance recital by a ballet teacher, sometime in May, with details to be worked out. St. Stephen’s
Church National Junior Society has also asked to use the Playhouse in May.
b. Landscape maintenance:
Adam recommended that we handle landscaping on an as-needed basis for the time being. He
will make a proposal to the Executive Committee.
c. Adam has created manila folders for each Board member in the box office, for all Board
communications. He also has three folders for current and future productions in his office.
12. Adjourn: Board meeting adjourned at 6:00 p.m.
Recorded by Dell J. Hood.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, MARCH 18, 2008
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Charlotte Caldwell,
Russell Cox, Jane Dunham, Kathy Gamel, Kay Henderson, Dell Hood, Michael Iles, Judith
Laird, Joe Maverick, Gina McClure, Julie Ray, Adam Witko, Skip Jorgensen.
1. Board meeting called to order by President Lynn Adelson at 3:30 p.m.
2. Minutes of February 19 Board meeting and March 4 Executive Committee meeting were
approved as submitted by unanimous vote. The binder with all Players minutes will now be kept
in the bottom drawer of the file cabinet in the box office. Lynn announced that Kathy Gamel
would act as back-up secretary in Dell’s absence.
3. Starlight Symphony report:
Skip reported the SSO youth orchestra concerts were very successful. Next concerts will be the
pops concerts May 3-4, at Emily Ann Theater and the Hill Country Galleria in Lakeway. SSO
will buy a timpani with funds donated by several local organizations.
4. Facilities manager report:
Adam reviewed the calendar of Playhouse events for the next several months. The surroundsound system is now working and will be used for Deathtrap. He distributed an updated job
description for his position. He noted the fence between our property and the lube shop has fallen
over a few times in high winds, and said his investigation indicates it is on our side of the
property line and is our responsibility.
5. Financial report:
Joe reviewed the profit & loss statement, balance sheet, and cash flow statement for the JanuaryFebruary period. Henceforth his reports will show full current year figures. He estimated the cost
of an audit at approximately $2,500. Lynda Morgan is now working on our tax return.
6. Artistic:
a. Judith presented the recommendation of the reading committee for the 2008-2009 season.
Some dates are subject to change, but the list of productions and their order will be:
Dracula, Sept 26-Oct. 19, 2008 (4 weekends), Lee Coleé directing;
Christmas Belles, Nov. 28-Dec. 14, 2008, Shirley Marlett directing;
Mousetrap, Feb. 6-Mar. 1, 2009 (4 weeks), Lee Stubbs directing;
Leading Ladies, April 17-May 3, David Bisett directing;
Stop the World, I Want to Get Off, dates not firm yet, Jay Jennings directing.
Board members discussed the list at length, with special attention to Dracula. A motion by
Judith to approve the list, seconded by Joe, was approved with no nay votes.
b. Discussion of a mechanism or format for post-production critiques of Playhouse presentations
was postponed.
c. Playbill ad sales:
Judith said someone needs to be found to take over contact work for the ads in the Playbill.
Board discussed how to split up the work. Judith will call a meeting in April of those willing to
help with this job.
7. Box office:
Kathy said a letter announcing season ticket availability for 2008-09 will go out early in April.
She is forming a team to work on group ticket sales. Board discussed how to increase flexibility
in assigning and using season ticket seat assignments and dates. It was agreed that the form for
season tickets could be available on the web site.
8. Publicity/Marketing:
Jane is working on the brochure she proposed at the last meeting. Russell asked for help in
getting out the rack cards; Jane will coordinate this work.
9. Administrative:
David said Gina McClure has offered to take on coordination of the team working on volunteer
recruitment. He asked all Board members to send him their volunteer work needs and who is
currently working on what projects. The volunteer database is still in the development stage.
Roof repair: Wilder Roofing will proceed to work on three roof leak spots, we cannot delay the
repairs any longer. Cost will be approximately $1,800; work should begin in the next 2-3 weeks.
An ADA inspector from San Antonio is due at the Playhouse today (3/18).
10. Development:
a. Kay Allison has asked for a grant of $4,000 for the costume shop from the Civic Club. She and
Julie Ray will attend the Rotary Club gala to represent the Players.
b. Kay Henderson distributed a membership report. We have 295 members to date. Focus on
Members luncheons, paid for by the Players, are scheduled for April 16 and 17, with a limit of
30 people (first come basis) for each day. A Members Dessert party is set for May 4 at 7:00 pm.,
with a Cinco de Mayo theme.
c. Fund raiser:
Suzanne and Barbara presented a proposal for the fall fund raiser at Old Glory Ranch. A possible
conflict of dates may mean that Ray Benson and Asleep at the Wheel are not available to do "A
Ride with Bob Wills" on November 1. Board discussed alternative themes and entertainment.
Board agreed by consensus to keep November 1 as the preferred date, with November 8 as the
back-up date if Benson is available.
11. Hospitality:
Charlotte will organize opening night hospitality for Deathtrap with the same format as for
Marvin’s Room.
12. Other business:
Board gave unanimous consent for Adam to have name tags made for Board members, to be
used for public events.
13. Strategic Plan:
Julie moved that the Board accept the work of the Strategic Plan review committee, with
revisions to be made as needed. David seconded and the Board voted unanimously to approve.
14. Adjournment: Board meeting adjourned at 5:40 p.m.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, APRIL 15, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Lynn Adelson, Kay Allison, David Bisett, Charlotte Caldwell, Kathy Gamel, Kay
Henderson, Dell Hood, Michael Iles, Joe Maverick, Gina McClure, Suzanne McCord, Julie Ray,
Dee Ann Story, Jana White, Adam Witko; Skip Jorgensen.
1. Meeting called to order by President Lynn Adelson at 3:30 p.m.
2. Minutes of March 18 Board meeting were approved as submitted. Minutes of April 1
Executive Committee meeting were corrected and approved as corrected.
3. Board discussed opening night receptions before and after the show and decided to make no
changes.
4. Starlight Symphony Orchestra:
Skip reminded of the pops concerts on May 2 at Emily Ann Theater and May 3 at the Hill
Country Galleria. Two members of the SSO board are retiring, and he solicited names of people
interested in serving on the SSO board.
5. Development
a. Kay Allison and Kay Henderson reported on arrangements for the members lunches on April
16 & 17. Invitations to the dessert party on May 4 are in the mail.
b. A committee is working on arrangements for the Chamber of Commerce mixer at the
Playhouse on May 21, which the Board will host. She urged Board members to attend.
c. Julie Ray reported on progress in community relations. A video is ready for Players speakers
to use at any organization. On May 9, the community Artwalk will be held on the Square, and
actors and others interested were invited to come in costume to mingle with the public. Annette
Harrington and Madonna Kimble are developing a birthday party for Wimberley the weekend of
September 19-20 and have asked local groups to sponsor an event.
d. Suzanne McCord said she is still in discussion with the Ray Benson group on their
participation in a Players fund raiser on November 8. If they are not available, the event may be
scheduled for November 1.
6. Financial report
Joe distributed and reviewed a final financial report for 2007. The financial committee (Adam,
David, Julie and Joe) has met to discuss show budgeting. He then reviewed the monthly balance
sheet and profit and loss statements for March. He plans to do a mid-year budget review, and
will
canvass Board members in October for their budget projections for 2009.
Board members were reminded of the need to treat Players’ budget and financial documents as
confidential and to take measures to prevent their distribution outside the Board.
7. Administration
David said Wilder Roofing is working on roof repairs at present. He will call a meeting of the
advertising team after Deathtrap closes, and asked for any volunteers who want to work with this
group. A separate group will work on developing a contract governing use of the Playhouse by
outside groups.
Kathy reported 671 season ticket notices have been mailed. Deathtrap sales have been very
good, with about 30 seats available for each of the three remaining shows.
8. Artistic
Gina said a sign needs to be made for display in the lobby telling audience members to stay off
the stage, which has been a problem with the Deathtrap set. She asked again for any and all
information on volunteers for the database; so far she has received nothing.
9. Other business
a. Adam said all Board members are invited to the cast party on Sunday, starting about 6 p.m; an
email will go out later with directions to the place, off Mt. Sharp Rd.
He has an estimate of about $300 for the materials to repair the fence between our property and
the lube shop. Labor will be donated by volunteers; the work will be done in May.
Adam reviewed the history of our attempts to buy an amplifier and operating manuals from Dean
Rayburn. We paid for the items but Rayburn has not delivered them for more than 18 months.
Lynn will look into drafting a formal letter seeking resolution to the matter.
10. Adjourn: Board meeting adjourned at 4:50 p.m.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MAY 20, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Russell Cox, Jane
Dunham, Kathy Gamel, Kay Henderson, Dell Hood, Michael Iles, Judith Laird, Gina McClure,
Suzanne McCord, Julie Ray, Dee Ann Story, Jana White, Adam Witko; Skip Jorgensen.
1. President Lynn Adelson called the Board to order at 3:30 p.m.
2. Minutes of the April 15 Board of Directors and the May 6 Executive Committee meetings
were approved as submitted without objection.
3. Starlight Symphony Orchestra:
Skip Jorgensen reported the Orchestra ended this season with a successful concert at Emily Ann
Theatre, and the SSO board is no planning the next season with an opening concert in October.
4. Development:
a. Julie reminded of the Chamber of Commerce mixer Wednesday evening; 49 people from the
Chamber have signed up to attend. The door prize will be a one-year gift membership in the
Players.
b. Julie distributed new magnetic name tags for Board members.
c. Community relations: Julie reported both the community Art Walk and the Youth Taking
Charge concert were successful. DuAnne Redus, Executive Director of YTC, sent a warm letter
of thanks to the Players. The new video was shown to the women’s group at the Methodist
Church, and was well-received.
d. New updates to the Strategic Plan were emailed to all Board members; Julie asked all to verify
the correctness of the names put beside specific functions.
e. Volunteer development: Gina distributed a form she developed for volunteers to identify their
interests and preferences for jobs in artistic and production areas; it will be available in the lobby
during shows. Board members discussed the form and suggested it be available on the web site
and as a page in programs. Gina expects to have it available for the next season.
f. Surveys: Kay Allison summarized the comments recorded from the members’ luncheons.
Word-of-mouth is the most-often mentioned way people learn about plays. Board members are
to review the survey findings and send their comments directly to Kay.
g. Fund raising events: Barbara distributed a proposal for a "Save the Date" card to stimulate
interest in a Dia de los Muertos fund raising event on November 1. Board members discussed the
flyer and some plans for the event. It was agreed we can start promoting it now; the flyer should
be available on the web site. Board members are to send ideas and comments to Barbara.
Lynn reported the Bob Wills program is a possibility as a fund raiser early in 2009, creating a
situation of two major such events within a few months of each other. Board members discussed
how to identify the Bob Will show and how to publicize it. They agreed to call it a special
production for the Playhouse.
5. Artistic
a. Judith asked for a firm decision on what term to use for the show program; by consensus the
Board agreed it should be called a playbill.
b. Judith said Mary Owens will do the graphic art for the playbill for $450 per show, and will
charge $350 for other one-time jobs. Judith discussed the job with Amy Cox also. Board
discussed the contract for graphic work at some length, including whether it is a good idea to
divide the work between different artists, and letting others submit bids. Lynn proposed tabling
the decision for the moment and named Judith, Jane, Adam and herself to a committee to
discuss the issue further.
c. New Year’s Eve program: Lee Colee joined the Board to outline her proposal for a musical
program in the Playhouse. To make it financially feasible she proposes doing three shows. She
discussed dates, arrangements, publicity and ticket sales, and crew requirements with Lee. Lynn
named Julie, Suzanne, Kathy and Jana to a committee to draw up a formal agreement with
Lee. Dee Ann moved to approve in principle the proposal to do a New Year’s Eve show at
the Playhouse, with the details to be worked out by the committee. Board members
approved the motion by unanimous vote.
d. July 4 parade: Judith said she will not have the time to organize Players participation in the
July 4 parade; she will ask Calvin White to take over.
e. The reading for Rose’s Dilemma has to be rescheduled; Judith will notify all of the new date.
f. The play reading team will meet later this week and Judith will report at the next Board
meeting.
g. Invited Dress policy: Lynn called all Board members attention to the new policy on the
"Invited Dress" performance adopted at the May 6 Executive Committee meeting. Judith
distributed the text of a slightly reworded version.
h. Stipends for shows: Judith reviewed the decision of the Executive Committee on stipends for
professional services. The package offered to producers will stipulate a fixed fee which they will
have the freedom to spend as they choose.
i. Props for Dracula: Barbara said Dracula requires an unusual list of props; she will email it to
Board members and it will be posted on the web site.
6. Administration/Facilities:
a. David is still working on the plans for completion of the lobby redecoration.
b. Adam has developed the list of items to be ordered for the costume shop; the shop should be
finished by the start of Dracula.
c. The track and rigging for the grand drape have arrived; the curtain should arrive soon.
Installation will be done before The Wizard of Oz. That show can be called a preview of the
drape for those who donated the funds for it. The donors will be personally invited by Lynn.
d. Facilities: Adam reported on progress in getting approval for and the equipment for a smallscale pyrotechnics capability, which will be used for Oz and Dracula. The inspection for ADA
compliance has been done, and only minor issues such as Braille signs for the restrooms and
levers on doors need to be addressed.
e. Box office: Kathy reported we will surpass last year’s sales on season tickets, with 70% of last
year’s buyers renewing for the next year. She will call people who bought prime seats who have
not renewed.
7. Marketing
a. Jane said she needs a new advertising manager and someone to oversee mailing of Curtain
Call.
8. Financial
Report distributed by email to all Board members. No discussion.
9. Adjournment: Board meeting adjourned at 5:30 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, JULY 15, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD
Present: Lynn Adelson, Kay Allison, David Bisett, Charlotte Caldwell, Russell Cox, Dell Hood,
Michael Iles, Judith Laird, Joe Maverick, Gina McClure, Julie Ray, Jana White, Adam Witko,
Skip Jorgensen.
1. Meeting called to order at 3:30 p.m. by Board president Lynn Adelson.
2. Minutes of Board meeting of June 24, 2008 were corrected and approved as corrected.
Minutes of Executive Committee meeting of July 1, 2008 were approved as submitted.
3. President’s report:
a. Lynn reminded all Board members that in addition to the confidential nature of WP financial
documents, all other board business discussed at Board meetings was to be kept confidential
as well. She reminded Board members to check the on-line calendar if they are planning events
at the Playhouse.
b. Steve Thurber is resigning from the Board due to demands of his position as a member of
the Wimberley City Council.
c. Lynn mailed a letter to Dean Rabourn’s last known address and it was returned as
undeliverable. She will keep trying to get the letter to him, asking for resolution of the problem
of his unfinished work on the sound system.
4. Starlight Symphony Orchestra report:
Skip Jorgensen reported the Orchestra schedule for next season has been set and emailed to
Adam for posting on the Players calendar.
5. Financial report:
a. Joe Maverick reported the Players’s tax return was filed by Linda Morgan, and it includes the
activities of the Starlight Symphony.
b. Joe said the Playhouse electricity bill has increased dramatically; it was nearly $800 for the
last bill. He noted the heavy power use by the air conditioners and asked everyone who uses
the Playhouse to be aware of the temperature settings of the a/c units. Adam said he has
installed lock boxes on the thermostats which should prevent some tampering with the settings.
c. Joe distributed the monthly profit & loss and balance sheets and reviewed them with the
Board.
d. Joe distributed a “Show Financial Analysis” report he created, with budget and actual cost
and income figures for the first two shows of 2008, Marvin’s Room and Deathtrap. Board
reviewed the report and agreed unanimously it is a valuable analysis of how the shows did
financially. Joe was asked to prepare a similar report for the two previous shows, Man of la
Mancha and Bell, Book, and Candle.
6. Administrative report:
a. Jana and Judith distributed a new checklist of advertisers for the Playbill. Jana asked for
ideas on how to improve contacts with area businesses, many of which we have not contacted.
Board discussed suggestions, including using repeat mailers to current advertisers in advance
of the deadline, and hiring someone to handle ad sales. Lynn said the issue will be on a future
agenda for further discussion.
b. Gina reported there is now a common database list of all Players volunteers. Kay Allison
has agreed to handle coordination of the Thrift Store volunteers.
c. Facilities report:
Adam showed a model for the railings he plans to install in the theater. He is awaiting approval
from the City staff for his proposal for outdoor lighting. Instead of repairing the fence between
us and the auto shop, he wants to get bids on replacing the entire fence. The report from the
state official on ADA compliance says we need additional braille signs on the walls of the
restrooms, which he will order. The annual service on the heating and air conditioning system is
in progress. He discussed outside mailboxes with the Post Office and showed several possible
models we could buy. He reported he was able to buy for $30 a Pfaff sewing machine in good
condition at the Village Thrift Store, and do a few needed repairs to make it usable for the
costume shop.
7. Artistic report:
a. Judith proposed having a post card with the next season’s schedule and information about
season tickets, for distribution during the last show of this season. Mary Owen will do it for $50.
Board approved the suggestion by unanimous consensus.
b. Judith reported difficulties have arisen in the design of the graphics for Dracula. The director
did not like the proposal she was shown. Board discussed the role of a show’s director in
developing and approving the graphic art used for the show. Lynn asked Judith to work with the
parties concerned and possibly get at least one more design proposal.
8. Development report:
a. Kay Allison showed the format of an ad to be placed in the Wimberley View listing all
businesses that advertise in the Playbill. Board approved it.
b. She distributed a sheet for suggestions for underwriters and supporters for the November
fund raiser. She asked each Board member to be responsible for contributing something for the
silent auction. A band with vocalist has been scheduled for the event. Tickets will be priced at
$125.
c. An exhibit on Agatha Christie will be displayed in the Wimberley Library in connection with
our production of Mousetrap.
8. Adjourn: Board meeting adjourned at 5:20 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, AUGUST 26, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Lynn Adelson, Kay Allison, David Bisett, Charlotte Caldwell, Russell Cox, Jane
Dunham, Kay Henderson, Dell Hood, Michael Iles, Judith Laird, Joe Maverick, Julie Ray, Jana
White, Adam Witko; Skip Jorgensen, Kathy Gamel, Darlene Kukla, Linda Parker.
1. Meeting called to order at 3:30 by President Lynn Adelson.
Kathy Gamel introduced two new box office staff: Darlene Kukla as box office manager and
Linda Parker as assistant box office manager. Board members welcomed them warmly. Kathy
reported that 100 season ticket sales have come in to date; the deadline for sales is September 1.
2. Vetting committee report:
Jule presented a PowerPoint report on the decisions of the development committee that worked
to develop policies for use of the Playhouse by outside individuals and organizations. Board
members discussed each of the policy statements. By unanimous consent paragraph 7 of the
policy was revised to read:
7. Requests for rentals of the Playhouse may be denied if the proposed event is
not considered in the best interest of the mission of the Wimberley Players, i.e.,
presents a potential saturation of the target market of the Wimberley Players,
redundancy of programming, appropriateness or financial impact.
David moved that the Board accept the Vetting Policies for Users of the Wimberley Playhouse,
as revised above, as the policy of the Players. Kay Henderson seconded and the motion was
approved by unanimous vote. (Full Policy statement included as appendix to these minutes.)
3. Review of minutes:
Minutes of the July 15 Board meeting and the August 5 and 12 Executive Committee meetings
were approved as submitted.
4. Starlight Symphony Orchestra report:
Skip Jorgensen reminded that the Thursday Philanthropy Night at Clifford’s Wine Bar was for
the Orchestra and encouraged all Players to patronize the event. The SSO has received a grant of
$2,000 from the Wimberley Community Fund which will be used to buy music. The first concert
of the season will be on October 26 at the Wimberley Community Center. Skip asked if SSO
concerts could be announced on the Playhouse marquee when it would not conflict with Players
events. Board agreed to defer discussion of this question.
5. Financial report:
Joe reviewed the monthly financial report, noting that for the year to date we are basically
running on budget. He pointed out three areas where income has been somewhat less than the
budgeted amounts: ad sales, membership, and Village Thrift Store. Joe also reminded the Board
that good financial management should include the timely use of grant funds for the projects for
which they were awarded.
6. Publicity report:
Jane reported that Jim Gillock has resigned as our photographer, although he has agreed to finish
working on lobby posters. Jane has found Bill Graham to do photography for Dracula.
Jane has been able to get three Austin papers to accept publicity for Dracula - Xlent, the Daily
Texan, and the fall ARTS planner of the Statesman.
Jane distributed copies of the brochure announcing all presentations for the 2008/09 season. She
asked for people to take them to outlets in San Marcos, Kyle, and Buda.
7. Artistic report:
Judith reported that Dracula is well under way in rehearsals, Christmas Belles has been cast, and
the reading committee will meet at noon on September 3.
8. Archives:
Dell reported he is working on getting all the archival materials Robin McCullough has, and
showed Board members the three scrapbooks Robin has put together, starting from the origin of
the Players in 1979. Board discussed where to keep these and other archival materials.
9. Development report:
Kay Allison reminded Board that since we have applied to the Lions for a grant, we are
committed to providing volunteers for Market Days.
A planning meeting for the November fund raiser will be held on September 5, at Old Glory
Ranch. All Board members are asked to be responsible for providing or finding auction items for
the fund raiser.
10. Adjourn: Board meeting adjourned at 5:35 p.m.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, SEPTEMBER 16, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Charlotte Caldwell, Jane
Dunham, Kay Henderson, Dell Hood, Michael Iles, Judith Laird, Gina McClure, Suzanne
McCord, Julie Ray, Jana White, AdamWitko; Skip Jorgensen.
1. Meeting called to order by President Lynn Adelson at 3:35 p.m.
2. Minutes of Board meeting of August 26, 2008, and Executive Committee meeting of
September 9, 2008, were approved as submitted by unanimous consent.
3. Starlight Symphony Orchestra
Skip Jorgensen distributed copies of a bookmark SSO created giving the Orchestra’s season
schedule. A Christmas concert will be performed at Old Glory Ranch, instead of in the
Community Center. The SSO would appreciate being considered for publicity on the Playhouse
marquee when it is not otherwise being used for Players events. He noted that both SSO and
Players have email lists and asked if the Players would accept the SSO list in electronic form,
and include notification of upcoming SSO concerts in Players email notices. Jane agreed it
should be possible to do so. Board agreed by unanimous consent to the proposal.
4. Development
a. Fund raiser: Barbara reported on progress in planning the fall fund raiser: a promotional flyer
will soon be emailed to all Board members; invitations will be mailed in early October; prices for
underwriters have been set, with a top of $5,000; items are needed for the silent auction, and all
Board members are asked to provide a nice item valued at least at $250 for the auction. Attire
should be in the costume of the actor being remembered, or cocktail dress.
b. Kay Allison reported the last Thursday of May 2009 has been reserved by Clifford’s Wine Bar
as philanthropy night for the Players.
c. Kay said a proposal to have a concert in the Playhouse by contestants for the SSO Young
Artists program has not worked because of scheduling difficulties. Board discussed how use of
the Playhouse should be scheduled. Lynn directed a committee of David, Jana, and Adam to
review again the proposal to have a Young Artists concert sometime next year and report to the
Executive Committee in October.
d. Membership: Kay Henderson reported she is redoing the letter for annual membership
solicitations and the annual meeting. Lynn has asked Terri Bisett to lead the planning for the 30th
anniversary of the Players in 2009.
5. Artistic
a. Judith reported the choices of the readers group for next season will soon be sent to all Board
members for review; they will include synopses of the plays.
b. Board discussed whether to change to glossy paper for the Playbill; some Board members
noted most advertisers would like it for their ads. Some volunteered to look into the cost of using
glossy paper.
c. Jana said she will not do ad sales next year and that whoever takes it over must begin at the
first of the year, when advertisers allocate their ad budgets.
d. Judith offered to get business cards for Board members with the new season on the reverse, for
free. Lynn approved the proposal.
6. Administrative/Facilities:
a. Adam reported The Fence Guy will start work on the new fence soon. He has received one bid
for the roof repair work and will try to get two more.
7. Publicity:
a. Jane asked for volunteers to distribute rack cards and posters in the Kyle and Dripping Springs
areas.
b. The new editor of the Wimberley View has been invited to a Sunday rehearsal of Dracula, to
give more time for good publicity to get out before opening weekend.
8. Other business
a. Lynn reported on the decision of the Executive Committee to start the season year in January
and make it run concurrently with the calendar and fiscal years. She reviewed the reasons in
favor of this change. Barbara moved that the Board accept the recommendation of the
Executive Committee to make the season year run concurrently with the calendar year
starting in January 2011, with the 2009/2010 season to run 16 months from September
2009 to December 2010. Kay Henderson seconded the motion which was approved
unanimously by the Board.
b. Lynn noted that it is time to begin thinking of new Board members for next year. She asked
each Board member to tell her if they wish to continue on the Board and in their present or other
positions.
9. Adjournment: Board meeting adjourned at 5:30 p.m.
WIMBERLEY PLAYERS BOARD OF DIRECTORS
RECORD OF BOARD DECISION SEPTEMBER 26-29, 2008
On September 26, 2008, Board President Lynn Adelson requested an immediate vote by e-mail
on the following proposal:
That the Wimberley Players gala scheduled for November 1, 2008, be postponed; that in its place
the Players and Old Glory Ranch jointly sponsor a benefit to raise funds to support the recovery
efforts of the Red Cross and/or a performing arts venue that was impacted by Hurricane Ike
devastation, in Galveston or Houston; that the event be held at Old Glory Ranch on November 1,
2008; that there be no underwriters or auctions at the event; and that tickets be priced at $25.
By September 29, the proposal had received 14 yes votes from the Board and none against.
The vote having been taken according to the provisions of Article VI.B.7 of the by-laws of the
Wimberley Players, the decision is accepted and recorded.
Dell Hood
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, OCTOBER 21, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Lynn Adelson, Barbara Alexander, Kay Allison, David Bisett, Charlotte Caldwell,
Russell Cox, Jane Dunham, Dell Hood, Michael Iles, Judith Laird, Joe Maverick, Gina McClure,
Suzanne McCord, Julie Ray, Jana White, Adam Witko, Skip Jorgensen.
1. Meeting called to order at 3:30 p.m. by President Lynn Adelson.
2. Minutes of Board meeting of September 16, 2008 were corrected and approved as corrected.
Minutes of Executive Committee meeting of October 7 were approved as submitted.
Bylaws changes: Lynn asked for comments on the proposed changes to the bylaws. Julie
suggested the Board consider at some future time a bylaw requirement that a board member
would have to serve a year on the board before being considered for an officer position. Board
agreed to defer discussion to a later date. Joe moved to accept the revisions to the bylaws
and to present them to the annual meeting for approval. Russell seconded and the
motion was approved without objection.
3. Starlight Symphony Orchestra: Skip presented the SSO report. The new timpani will be
inaugurated at this weekend’s concerts. He asked if a decision had been reached about SSO
use of the Playhouse marquee. Board discussed the question within the context of the city sign
ordinance provision banning off-site signs. Board noted that the Orchestra was created as a
legal entity within the Players and agreed unanimously that if there is no Players’ need for the
marquee, it can be used to announce SSO events.
4. President’s report:
a. Jane Dunham has agreed to continue on the Board as vice president for publicity, reversing
her earlier decision not to do so.
b. Nominating committee: Lynn named Kay Allison as chair of the nominating committee, with
Charlotte and Dell as members.
5. Financial report:
Joe presented the September financial report. He noted that since the fund raiser has been
postponed until next year, there may be shortfall of as much as $12,000 in this year’s budget.
He distributed a Show Financial Analysis report showing expenses and income for the first four
shows this year (Marvin’s Room, Deathtrap, Rose’s Dilemma, and Oz). Although final figures
are not yet ready for Dracula, that show will produce a gross of approximately $17,000.
Joe moved that the Board approve an amendment to the budget to increase expenses for
Dracula to $7,500, and expected income to $15,000. Board approved the motion by
unanimous consent.
6. Development
a. Benefit: Barbara and Suzanne reported on preparations for the November 1 benefit,
including raffle items, ticket sales, menu, and entertainment. Suzanne asked for Board
volunteers to help with parking at Old Glory Ranch. Board members were urged to continue to
push ticket sales.
b. Kay Allison reported the grant from the Lions Club was $1,250, to be used for railings in the
theater. Board gave Adam approval to proceed with acquiring and installing the railings.
c. Facilities use report: Julie reported the committee is working on rules and forms for outside
users of the Playhouse. She will distribute them via email when they are in final draft form and
solicit comments from the Board. She noted there are two requests by outside groups to
appear at the Playhouse: a Wimberley high school dance troupe and a classical guitar
ensemble from Austin. Approval for either group will be decided after the guidelines and
regulations are final.
d. Julie said Bill Meek has agreed to make a Christmas tree ball which we could sell. After
noting the rule on sales of goods by non-profits, Board agreed by consensus to proceed with the
offer.
7. Artistic report:
a. Judith reported the Texas Alcoholic Beverage Commission rules allow the Players to serve
donated wine at performances, with the strict provision there is no solicitation of payment for the
wine. Board approved by consensus Judith’s request to begin serving wine at the next
show.
b. Playbill ad sales: Lynn appointed a committee to work on revising the process of soliciting ad
sales: Jana (chair), Judith, Julie, Suzanne, and Russell.
8. Publicity report:
Jane said Mickey Trent has resigned as sender of notices to the media, but that Jim Gillock has
agreed to continue as photographer. Deadline for items for Curtain Call is October 31.
9. Administration/Facilities report:
a. David reported the volunteer database is now usable and asked all Board members to
contact him whenever they need to identify a volunteer for a job. The database has taken a lot
of work to get established but now that it is available, it should be used as much as possible.
b. Jana noted that some backstage people have used concessions goods meant for sale to
patrons and asked if there needs to be a separate accounting procedure. Board discussed the
question and agreed by unanimous consent that Judith should be responsible for productionside consumption and Jana for concession sales.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS BOARD OF DIRECTORS
NOVEMBER 18, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Lynn Adelson, Barbara Alexander, Kay Allison, Charlotte Caldwell, Russell Cox, Jane
Dunham, Kay Henderson, Dell Hood, Michael Iles, Judith Laird, Gina McClure, Suzanne
McCord, Julie Ray, Jana White, Adam Witko; Darlene Kukla, Skip Jorgensen.
1. Meeting called to order by Board president Lynn Adelson at 3:30 p.m.
2. Minutes of Board meeting of October 21 were approved as submitted by unanimous vote.
3. Box office: Darlene Kukla, box office manager, reported tickets have been printed for Lee
Colee’s year-end show, with a separate color paper for each night. After December 14, the
tickets will be sold through the box office. Seat A-11, which has a limited sight line, will be sold
at a reduced price and the buyer will be told of the limitation.
Board members discussed ticket prices. Judith suggested that tickets for children under 18
could be sold at $10, which was the practice in the past. Adam said that since opening nights
are often sold out and we need a caterer for those nights, we could consider a higher opening
night ticket price. No action by Board.
4. Starlight Symphony Orchestra:
Skip reported the concerts in October were very successful and thanked the Board for letting
the SSO use the Playhouse marquee. SSO Christmas concerts will be on December 6 in
Blanco and December 7 at Old Glory Ranch.
5. Financial report:
Lynn referred Board members to the monthly financial reports Joe had emailed earlier.
6. Development report:
a. Hurricane Ike benefit: Barbara said we cleared $10,000 from the benefit and collected two
truckloads of donated foods; the foods have already been sent to the Houston area recipients.
The money will be divided between the Galveston opera house, which will receive $7,000, and a
Houston area relief group which will get the remainder.
b. Facilities use guidelines and documents: Julie referred to the documents which were sent
to all Board members in two separate messages. She moved that the Board accept the
facilities use policy and procedures as they currently stand; Gina seconded the motion
which was approved without objection.
c. Community relations: Julie said the committee has presented the Players video to several
organizations. Hobby Lobby will offer an English-themed high tea in the Playhouse on
February 22 in connection with the run of Mousetrap. Tickets will be sold for $25, of which $13
goes to
the Players and $12 to the Civic Club. There must be a minimum of 12 people and a maximum
of 20-25 for the event. Julie moved that the Board pay for the food for the tea, since Charlotte
will be donating her time to prepare and host the event. Jana seconded the motion which was
approved without objection.
d. Julie said the Wimberley Merchants’ Association asked for members of the Players to be in
costume on the Square the nights of December 5 and 6, when shops will stay open late, to hand
out anything we want, e.g., flyers for gift certificates, or ads for Christmas Belles or the SSO
Christmas concerts.
e. Julie proposed that the Players participate in the 2009 Trail of Lights at the Emily Ann
Theatre. Board discussed, noting the event will be a good way to reach new audiences.
f. Julie showed a Christmas ornament Bill Meeks has made for the Players as a donation for
fund raising. We will have 20 individually hand-made ornaments, each signed by Bill, to sell on
opening night of Christmas Belles, at $25 each.
7. Publicity:
Jane reported the first Curtain Call with color photos was mailed out November 17. Linda
Addeo is taking over responsibility for show publicity. Jane and Jim Gillock are working out how
to make an electronic archive available through our web site which would be available only to
Board members, not the general public.
8. Administrative/Facilities report:
Adam reported the railings are being built and should be installed by the opening of Belles. The
printer in the box office has sometimes not worked; he explained how to correct the problem
and said he could be called if anyone has problems with it. Olson Electric will be at the
Playhouse next week to work on the outdoor lighting at the front of the building. In December
he will organize a storage unit for props, to get them out of the Playhouse.
9. Artistic:
a. Play selection, four-week runs:
Judith reported the selection committee has set dates for shows in 2009-2010, and wants to
have all seven shows run for four weeks. Knowing this in advance is useful in making the final
selection of plays. Julie has discussed this with Darlene who said the box office people can
handle four-weekend runs.
Board members discussed four-week runs in some detail. Jana noted the problems in getting
theater and house managers and concessions volunteers. Advertising and scheduling display
of the street banner will also be affected. Judith noted the extra show is the easiest way to earn
more income from each production.
Judith moved that the Players proceed with planning for a 2009-2010 season of seven
shows with each one running for four weekends.. Gina seconded and the motion was
approved without objection.
b. Extra performance for Christmas Belles:
Judith said the cast is interested in doing an extra show during the scheduled run. The added
show would be a matinee on a day with an evening performance. Board discussed the matter.
Lynn expressed reservations about the scheduling of an extra performance of Belles at this time
due to issues related to the box office. She noted two reservation processes are already in
place (Belles and Lee’s performances), and stated it is important to be cautious about asking
our volunteers for more commitments. Any extra performances need to go through the artistic
team evaluation and the be discussed at the Executive Committee before a decision is made.
Board took no action.
10. Adjournment: Board meeting adjourned at 5:15 p.m.
Recorded by Dell J. Hood
WIMBERLEY PLAYERS BOARD OF DIRECTORS
MINUTES, DECEMBER 16, 2008
WIMBERLEY PLAYHOUSE, 450 OLD KYLE ROAD, WIMBERLEY, TEXAS
Present: Kay Allison, Charlotte Caldwell, Jane Dunham, Kay Henderson, Dell Hood, Michael
Iles, Judith Laird, Joe Maverick, Gina McClure, Suzanne McCord, Julie Ray, Jana White, Adam
Witko; Skip Jorgensen.
1. Meeting called to order by Acting President Kay Allison at 3:35 p.m.
2. Minutes of Board meeting of November 18 and Executive Committee meeting of December 2
were approved as submitted by unanimous consent.
3. Starlight Symphony Orchestra:
Skip Jorgensen reported the SSO Christmas concerts were very successful. He thanked
Suzanne McCord for the beautiful setting at Old Glory Ranch for the Dec. 7 concert. Spring
concerts will be on Feb. 28 at the Canyon Lake High School and March 1 at the Hays
Performing Arts Center.
4. Financial report:
a. Joe Maverick presented the monthly financial report. He noted that Christmas Belles was a
financial success, earning nearly three times its production costs in ticket sales. The Players
will end 2008 almost exactly on budget, and without the benefit of a fund raiser, thanks to
excellent ticket sales throughout the year.
b. Joe presented the proposed 2009 budget and reviewed specific line items in response to
Board discussion. Joe moved that the Board approve the 2009 Players budget as
presented. Charlotte seconded the motion which was approved by unanimous vote.
5. Ticket prices:
Dell presented the recommendation of the Executive Committee for a change in ticket prices for
the seven-play 2009/2010 season. The proposal is: base ticket price is increased to $18 for
each regular performance, and opening night price is increased to $25. Season ticket prices
increase to $90 for non-opening night seats, and to $125 for opening night seats. After Board
discussion of the proposal, Joe moved that the Board accept the recommendation of the
Executive Committee to increase prices for 2009/2010 as presented. Michael seconded
and the motion was approved by unanimous consent.
6. Artistic report:
Judith reported that rehearsals for Mousetrap have begun, and auditions for Leading Ladies will
begin in January. The selection committee is meeting twice a month on the list of shows for the
next season. She discussed the variety of plays being considered.
7. Lee Colee New Year’s eve cabaret:
a. Ticket sales for Lee’s shows so far have not been strong. Board discussed how many
people
31
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the caterer should be told to prepare for and agreed that a minimum of 40 would be appropriate.
In past years ticket sales for Lee’s shows have started slow but always picked up toward the end of the
month.
b. Adam noted that Lee’s recitals December 19 and 20 should be much better than early talk indicates,
with performers of all ages, some of whom are very good. He suggested Board members would enjoy
them.
8. Development:
a. Julie said the visit to the Playhouse by the realtors’ group on February 5 has not been confirmed, but
she believes it will be.
b. After discussing use of the Playhouse by the classical guitar group from Austin, it has been decided
to rent the Playhouse to the group, rather than have the Players invite them. The group is checking on
its insurance coverage to ensure it meets the conditions of use for the Playhouse.
c. Julie asked if the Playhouse phone line (847-1592) needs to be retained. Board discussed its use
and whether to continue it, and decided by consensus to retain the line.
d. The Chamber of Commerce is very interested in having its after-hours mixer in the Playhouse, on
May 19, 20, or 21, date to be decided.
9. Annual meeting:
Kay Henderson reported on the planning for the annual membership meeting on January 25. She
asked Board members to suggest people to be recognized by the Drammie awards. Judith suggested
there be a reading of a play, possibly an excerpt or variation of Our Town, the first play the Players
produced in 1979, as part of the meeting. She and Kay will work out details.
10. Hurricane Ike benefit:
Kay Allison read a letter of thanks from Maureen Patton, executive director of the Galveston 1894
Grand Opera House, thanking Suzanne McCord, Barbara Alexander, and the Players for the donation
of $7,000 raised by our Hurricane Ike benefit on Nov. 1.
11. Publicity:
a. Jane is handing over responsibility for show publicity to Linda Addeo. She discussed the schedule
for getting Mousetrap publicity out, given that both of them will be out of the country at the same time in
January.
b. Judith noted that every performance of shows in 2009 will have complimentary wine served before
curtain and during intermission, donated by Wimberley Mountain Spirits. There will be sign
acknowledging the donation but no funds can be nor will be collected for it.
10. Administrative/Facilities:
Adam said the railings should be installed before the annual meeting. Progress on getting outdoor
lighting has been slow because of the need to resolve a difference in the intensity of our lights between
what the Wimberley lighting ordinance allows us to have and what we already have.
11. Other business:
Gina said the Players need to have an archive videotape or DVD of each production and asked how a
recording camera could be connected to the current video system in the tech booth. Adam said it is
technically feasible, but we need the appropriate recording equipment, which could be bought if
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dedicated grant funds can be found.
12. Adjourn: Meeting adjourned at 5:10 p.m.
Recorded by Dell J. Hood.