Board Meeting Minutes April 14, 2024

MYACT Board Minutes – April 14, 2024 

• Call to order:  1:06pm

• In Attendance: Bonnie Bettencourt, Kristy Miller, Janae Perkins, Katie Lind, Jessica Shapiro, Buck Collie, Cassandra Miller, Jadyn Mueller, Erin Santoro

• Guests: Rebecca Fitzwater

• Approval of minutes: Janae motioned to approve, Buck seconded, approved by all.

 

Financial Report (Janae Perkins) 

• Budget Report 

           ○ 2023 Year-End Budget; handout provided.

○ 2024 Q1 Review  

○ 2024 Proposed Budget for approval 

• Show Updates 

■ Freaky Friday; $6770 profit. 

○ Upcoming Show Budgets 

■ A Year with Frog and Toad; $1912 projected. 

■ Much Ado About Nothing; $1180 projected. 

• Janae suggests looking at anticipated ticket sales & matinees for all upcoming shows

○ Facilities Funds Update – balance remaining; $4811.

• $582.67 for scissor lift for fan installation pending.  

○ Scholarship Funds Update – $1500 current balance.   

13 scholarship requests to date. 

○ Acting For All Club Update – total funds raised by Cierra; $4250.

• Stipends which are declined by payee need to be included in budget. 
• Gala budget needed; goal is to make $15,000 profit.
  Proposal to approve $1,500 budget to begin. Cassie motioned, Katie seconded, approved.
• Access to bank account – discussed removing Jessica, she is in agreement.

•  Erin motioned, Cassie seconded, approved by all to remove Jessica Shapiro from bank account access.   
• Bonnie Bettencourt and Janae Perkins only will continue having access.

• WE HAVE VENMO!!! @ MYACT. Can add other administrators.
  •  We now have access to TechSoup with non-profit discounts to purchase programs and software. $18 fee provides 50% off software.
  • New MYACT tax ID # needed

• Reimbursement Policy discussed and copy of policy provided. Expense Reimbursement Form and 

photo of receipt can be emailed to MYACT gmail within 30 days of expenditure.  

Facilities Update (Buck Collie) 

• Update on swamp cooler, pads, cleaning, service schedule; Buck will follow up within 2 weeks.

○ Installation of new swamp cooler by tool room – Kyla will donate, plan for May or June. 

• Back wall and exhaust fans are still on hold due to weather. 

  Kristy to contact Casey re scheduling.  Will need to coordinate time with Barry. 

 

• Funds allocated ($10k) to Facilities on June 23, 2023
  •$5,189 has been used to date. 

○ Future Plans for remaining funds;  Buck and Kyla to make list. 

• Roof leaks update: Repairs are needed, correction of insulation. Roll-on sealant needed.
• Lights are needed for sheds.

• Decided to use shop lights with extension cords; Buck to shop and send info to Bonnie. 

• Alarm System from Granite Peak Alarm now installed – ready to arm 

     ○ Codes needed for each person who has access.

• Canopy:  inexpensive tarps are working, so plan to continue until a better option is found
• Possibility of permanent cover to be discussed next year. 
• Removal of the Zip Line may not be necessary if smaller fans are used upstairs; Buck to measure.
• Problem with drainage outside the building that causes flooding (by green room) 
• Kristy has spoken to landlord who is agreeable to needed correction. 
• Sewer line is below culvert that overflows. Plan to contact a consultant re 

what is necessary to divert water from building foundation. 

Committees Update (Kristy)                                                                   

• Marketing Committee – Kristy 

• Social media, web, advertising, press release, community calendar, advertising  

• Bonnie talked to Rob and is waiting for his reply. 

•  UDTV Run Dates are on the Calendar – Krista 

• Proposal for upcoming has been completed through June 
• GoDaddy has been renewed – will be looking into other options for the future.

          Cassie will talk to Rob. 

• Fundraising Committee – Cassie 

• Advertising sales, donations
  • Ad sales are up
  • Amazon Smiles Program not longer exists 
  • Cassie is updating tracking sheet, phasing out In Kind, and updating prices
• Update on upcoming fundraising efforts 
  • Plan for 2025 allocation for fundraising
  • Frog and Toad
  •  Other fundraisers 
• Popcorn Machine and Printer are priorities! 
  •  Proposed: $1750 for popcorn machine 
    • Posters planned for location fundraisers
    • Will be thank you notes for donations
• New meeting date; decision postponed. 
• Cassie is taking Grant Writing class.

• Volunteer Fair – May 23rd, 4pm-7pm 

•  Who can attend the new date; decision postponed. 

 

•  Summer Camp Program Committee – Bonnie 
  • Planning, organizing, and setup 

                       Bonnie, Kyla, Jessica, Alissa, Kristy, Becca, Janae 

Budget has been started 

• Staff applications have been sent out; need to be turned in.
  •  47 students have enrolled to date.
  • No staff for music yet.  Janae will talk to Joey.

• Production meetings to begin planning will occur after staff is selected.
• Events (Gala) Committee 
• Gala September 7th; Mt Brow and Kevin are available. Date confirmed. 

• Meeting needed to start planning -Kristy to set date

• Volunteer Committee and Lobby – Becca Fitzwater 

• Obtain and coordinate volunteers (2 people) 
• Becca – set up SignUp.com for volunteers, a board member on duty, and donation sign-up for each production. Volunteer sign-ups will be posted to Google Classroom and Performers Group for each production, and shared with the board. Need more volunteers.
•  Becca working on the lobby display for Frog and Toad 
  •  Including restocking all items in concessions as needed 
  •  Sodas, popcorn, treats, hot drinks, cups, silverware, plates, napkins, etc. 

Fundraising Update 

•  Cierra’s fundraiser for Acting for All – completed and successful 
• Proposed: Increased prices to front row and box seats (back row)  
  • Possibly to start with Fall show; decision postponed.
  •  Proposed Pricing: 

■ Current: $12/$15 tickets

■ Increase: $15/$18 tickets 

•  Advertising for Summer Camp Raffle – April 1st through June 2nd  
  •  Will be advertised online with the option for online sales 
  • To be drawn at the final show for Much Ado About Nothing
•  Summer Camp Scholarship Fund – currently at $1425 
  •  $1000 from the grant allocated to the scholarship 
  •  85 raffle tickets sold – Christmas Carol and Freaky Friday – $425 
    •  Can add $75 to make a full $500 scholarship 
    •  Won by Cindy Hatler, donated back to use as the board sees fit 
  •  Applications are going out to those who requested a scholarship 

 

Production Updates 

•  Production Committee – TBD 

• •  Kyla to help create committee structure 
  • Bonnie to meet with Kyla first week of May; date TBA

• MYACT After Dark Production Proposal – Erin 

• Review proposal presented; for older teens and adults
•  Details to be discussed within the production committee 
  • Erin to explore further ideas. Will meet w/ Art Delgado (Tuolumne City Live)

• 2024 Season – Below is the schedule for review and reference 
• March/April: 

• A Year with Frog and Toad (Lize and Joey)   Shows: April 26th, 27th, 28th 

• April-June: 
  •  Shakespeare: Much Ado About Nothing (Jadyn and ?) 

             ■ Auditions: April 4, 5 cancelled due to snow. Plan for email auditions (Jadyn) 

                ■ Shows: May 30th-June 2nd (4 days) 

•  June – Pipsqueaks 
  •  Pipsqueaks 1st session, Medieval theme (Kyla) 
    •  Staff: Kyla, Ella, Madison, Ashleigh, Joey, Lize, Halo, Alissa 
    •  June 17th-22nd 
•  July-August 
  •  Elf Jr. -Staff TBD 
    • Camp: July 1st-August 2nd 
    • Shows: August 1st-4th (5 shows) 
  • Pipsqueaks 2nd session, Trolls theme (Halo) -Staff TBD 
    • Camp Aug 5-10
    • Show: August 10th 
  •  Staffing applications will be out soon for those interested in working in summer camp 

     ■ 4 – director, choreographer, stage manager, stage director, 1 – administrative position,      additional helpers 

• August-October 
  • Acting for All – Too Many Frogs (Sue Collie and Marianne Curmie) 

     ■ Production Meetings: Aug 13th, 15th, 16th 

•  Auditions: Aug 17th 
• Rehearsals: Aug 22nd-Sept 19th (see calendar) 
• Production: Sept 20th, 21st, 22nd, and 27th, 28th, 29th 
• First Production Meeting Offsite (by invitation): April 18th 6:30pm. 

• October-December 
  •  Anastasia (Janae and Halo)
    • Ages 7 – 17
    •  Show dates: November 8th, 9th, 10th, 15th, 16th, 17th 

Any New Business 

•  Buy a Zoom membership 

 Pro Half Price through TechSoup: $79.92 +18 fee 

•  Propose to purchase 1-year membership with Zoom.
  • Katie motioned, Cassie seconded, all approved.  

• Discussed possibly lowering quality and cost of show programs.

Future Board Meetings 

• Zoom meeting 2nd Thursday of the Month – 6:30pm 
  • 2024 Zoom Meetings: May 9th, June 13th, August 8th, September 21th, November 14th, December 12th 
•  One meeting in person quarterly – January, April, July, October – 1pm 
  •  2024 Meetings: July 14th, October 13th, January 12th 

CLOSED SESSION (if needed) : NA

Meeting Adjourned (Time): 3:13pm

Submitted by (Name and Signature): Katie Lind and Bonnie Bettencourt