Category: Administration

MYACT Board Meeting March 14, 2021

MYACT Board Meeting March 14, 2021

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Call to order: 3:05pm

In attendance: Jessica Shapiro, Bonnie Bettencourt, Kandas Wright, Michael Morales, Erin Santoro, Jessica Rhoades

Introduction of guests: Alissa DeAnda, Cierra Bettencourt, Natalie Gill

Approval of minutes: Mike moves to approve with date correction of meeting date, Erin seconds, minutes approved by consensus.

Treasurer / Update March 14, 2021

  • February: $7500 in the bank, additional money in PayPal with donuts, est. $7800 total (see report below)
  • Going forward: $6300 – 3-4 months in expenses in the bank, not counting fundraising efforts coming up.
  • Budget Related Items
    • Grants and Donations
      • Waiting List: January 2021 Applied for $5000 grant from California Relief Grant Program
    • 2021 P&L through February and end Q1 projections
      • Refer to attached report
      • Cash Balance at end of 2020 was $9782 (bank)
      • $423 PayPal
      • Cash Balance at end of Feb 2021 $7506(Bank)
      • Projected Bank Balance at end of Q1: $6331
      • Detailed financial reports available on request. Interested parties should contact Mike Morales for more information.   Contact Mike at [email protected].
    • Business Items
      • Building Lease
        • Landlord has agreed to a one year extension under current terms and monthly rental amount.
      • Non-profit 501 (c)(3) administrative filings and updates
        • Treasurer has spoken with Amy Falken at Sierra Non-profit. She will assist with assessing our status filings in order to get us up to date. Fee will be $75 which will be paid/donate by Mike Morales. Based on Amy’s findings Mike will work with Amy to get any missing forms and documentation filed.
        • Pending outcomes of non-profit administration filings Treasurer will begin working on new Bi-Laws for MYACT.
      • Miscellaneous
        • None

Committee Reports

  • Fundraising
  • Kristy Kreme: around $400 profit, pickup to happen March 20th
  • Easter Bunny Helper Fundraiser: Teen advisory board is working to get this fundraiser going and start taking orders. Jessica S. will be putting out advertising for this event.
    • Estimated: 2 drivers and 2 teams of decorators, able to do about 16 houses total. Looking for additional drivers/decorators.
  • Restaurant Fundraisers – Natalie Gill
    • Has been contacting places to setup fundraising.
    • DayO was checking with their manager – interested.
    • YoGood also checking with manager – interested.
    • A lot of other places interested but they have all said they will call back.
  • Business Cards
    • Bonnie will move forward and work with Evelyn on creating business cards quickly with the new logo in place to print, under $100 budget.
  • Junior Advisory Board/Outreach
    • 3 current members: Alissa DeAnda, Cierra Bettencourt, Taylor DeAnda. In search of additional members to move forward
  • Board Member Recruitment/Outreach
    • Still in search of additional board members
    • Evelyn is working with the board and hopefully will be considering joining the board in the future
    • Asking for outreach to people who may be interested in participating and being a part of the board with MYACT.
    • Jessica S is hoping to step down as president perhaps at the end of the year.
    • In need of facilities, and additional “doers” to fill spaces needed in various positions which can lead to being a part of the board.
    • Erin trying to look into options she has seen for an online fundraising with online auction so we can offer shows or fundraisers online.
  • Production
    • Summer Camp
      • Jessica reaching out to various people to ensure we have staffing. Possibly Lauren Brosesco, Sabrina Jensen is not available.
      • Dates: Starting July 5th and running weekdays, M-F
      • Time of day will be set for kids, shorter times for younger kids separate program for teens to young adults in the evenings.
      • Kids under 15 will all be a part of the summer camp program – this will be an adjusted version of Catch A Falling Spy. This will allow for those who missed out to be able to perform the play and will reduce costs for the show, props, etc. Advertising will be driven around theatre participation and learning, theatre community.
      • Teen program will be adapting a public domain show or something similar that they will be putting together and producing.
      • Production: July 30th-August 1st with 2 performances if we are unable to have a live audience. Teen production the following weekend.
      • ½ day camp pricing – $350 early bird pricing by mid-April, increased cost from mid-April until June 1st.
      • Advertising needs to begin this next week to start getting kids enrolled as soon as we’re past the Easter Bunny fundraiser.
    • Marketing Report – Mike
      • Social Media and Marketing meetings have been happening, working with Evelyn Scott.
        • Instagram has been created.
        • New logos have been created with some alterations that may come out to advertise our Youth programs, pip squeak programs, etc.
        • Facebook is being utilized.
      • Will be looking into reach as we determined to maintain organic reach at this point before we look into paid advertising.
      • Looking into marketing with weekly themes of past sponsors, theater history, testimonials, spirit weeks.
      • Looking into ideas and help/support from Junior Advisory board for outreach and ways to engage.
      • Continue searching for testimonials and possibly creating videos with editing by Natalie Gill.
    • Facilities
      • Building Prep
        • Mike – $175 cleanup cost to haul off remaining items from the yard sale. Theatre is now cleaned up from the yard sale,
        • In need of walk through and planning in preparation for summer camp.
        • Cleanup needs to happen, building checked out for insulation issues – need a walk through with someone who might be able to give us some ideas on what needs to happen.
          • Large hole above the stage where a crow has been residing. Needs patching.
        • Facilities committee and leadership were needed. Buck Collie and Mark were previously interested in being a part of this.
        • WATCH Resources is ready to start using the theatre again whenever we are ready to allow it. Mike will reach out to Michael Roberson about this.
        • Theatre neighbor has taken over our tent space in between the buildings – Kandas will talk to him Saturday about clearing out as we will need to utilize this space moving forward.
      • Board of Directors Election
        • This was postponed until March 2021.
        • Kandas has asked to step down as Vice President for the rest of the year.
        • The following slate has been nominated:
          • President: Jessica Shapiro
          • Treasurer: Michael Morales
          • Secretary: Bonnie Bettencourt
        • Erin Santoro moves to accept these nominations, Jessica Rhoades seconds. Board has been approved as listed above for the rest of 2021.
      • Theft of Risers
        • Jessica Rhoades has been subpoenaed to attend court tomorrow, 3/15/21, in regards to the risers that were stolen from MYACT.
        • She will go if she is called tomorrow or next Monday but after that, she will provide information to the DA for another board member to attend – Erin and Bonnie have offered to attend if needed. Mike and Kandas can be backups.
      • Upcoming Meetings
        • Fundraising Meeting: March 22nd at 5:30pm
        • Marketing Meeting: March 22nd at 6:30pm following Fundraising
        • Next board meeting: May 16th at 3pm
      • Taxes
        • Terry Miller completed our taxes
        • Jessica signed them this week
        • We are doing this in trade for $300 in advertising.

No closed session needed.

Adjourned: 5:46pm

Respectfully submitted: Bonnie Bettencourt, Secretary

 

Meeting Minutes Board Meeting January 10, 2021

Meeting Minutes Board Meeting January 10, 2021

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Call to order: 4:00pm

In attendance: Jessica Shapiro, Bonnie Bettencourt, Michael Morales, Jessica Rhoades, Kandas Wright, Erin Santoro

No guests were in attendance.

Update: January 2021 Financials: Mike Morales

  • Applying for Relief Grant: Eligible for up to $5000
    • Application period ends today. We will wait to hear.
  • Waiting to see if additional funding might be available
  • Proposing that we publish our minutes from each meeting to the public to keep transparency and keep our community informed about our status, what we are doing and what we are planning.
  • During filing for relief grant, we were asked for information that brings up questions about ensuring our public filings, including our updated board of directors, etc. Suggested that we reach out to our MYACT community for resources or check with Sierra Nonprofit Services group for more information.
    • Non-profit 501 (c)(3) administrative filings and updates
      • Treasurer has recognized a need for a qualified entity to review our documentation and filings to ensure compliance; need board input and suggestions.
      • Mike has agreed to look into this by Friday 1/15/2021.
    • Profit and loss, summary of 2020
      • Available on request. Interested parties should contact Mike Morales for more information.   Contact at [email protected].

 Budget Related Items

  • Grants and Donations
    • November 2020 Received $7457 from Tuolumne County Non-Profit Grant Fund
    • January 2021 Applied for $5000 grant from California Relief Grant Program
  • 2020 Final P&L
    • Available on request. Interested parties should contact Mike Morales for more information.   Contact at [email protected].
    • 2021 draft budget (refer to attached report)
    • Cash Balance as of 12/31/2020 =
      • $9782 (Checking Account)
      • $423 PayPal
  • 2021 Draft Budget
    • Available on request. Interested parties outside of the Board of Directors should contact Mike Morales for more information.   Contact at [email protected].
  • Meeting Minutes
  • Treasurer is requesting meeting minutes be published within one week of meeting so that the minutes can be posted to our website in a timely manner.
  • About 7 donations came in as a result from the Christmas cards
    • Erin says she will work to maintain this list of who was sent Christmas cards and continuing an ongoing updated list of our contacts. Jessica will work on updating the letter so we can send out a mailing to the updated list soon.
  • Building Lease
    • Treasurer is recommending to seek a one year extension of current lease with same terms. Need board input and discussion.
    • Mike will be requesting that our lease agreement stands as is for an additional year. He will report back on this by February 2nd, 2021
  • General note: All expenses have been covered on time!
  • Proposed budget and income for 2021
    • With guestimated income and expenses, we will need additional income.
    • Currently: We can cover expenses into Q2 – by the end with no additional income, we will be around $700 balance.
  • Project Management Calendar Options
    • Bonnie and Jessica will look into templates for fluid calendar with list of projects, due dates and who is responsible for each task so it can be tracked and managed.
    • Erin will ask her Mom if she has any templates that their organization uses that might be helpful.

Fundraising

  • Jessica will look into Krispy Kreme Fundraiser
  • Looking into Valentine’s Day themed fundraiser?
  • Erin will look into See’s Candy
  • Bonnie will reach out to restaurants about a dinner pickup fundraiser
  • Possible options to coordinate with local car wash?
  • Kandas is checking with St. Charles about fundraiser with them
  • Singing Telegrams?

Outreach

  • Junior Advisory board graphic has been shared
    • This needs to be advertised to teens who would like to be involved
    • Ages 12-18
    • Ask kids to reach out to their friends
  • Board of Directors
    • In need of growing the board
    • 18 and over
    • See if they’d like to attend or get information about what is required of a board meeting
    • Candidates will be considered by the board
    • Reach out to 3 people per board member – either board member, sponsor, volunteer, etc. to invite people to get involved. Looking to grow our community.
    • Biggest need: Marketing and social media

Production

  • Limited production options
    • Deadline of first week of March to make decision and put into action
    • Limited audience at 25% capacity or possibly online option
    • Small cast would be needed
    • Production in May, possibly outdoors
    • Looking into non-royalty show
    • Fundraising event with opportunity for performances
    • Note: Kyla willing to direct night of Gershwin as a concert as well
  • Summer Camp
    • Kyla was interested in allowing someone else to direct Catch a Falling Spy with modifications to a junior length production at about 1.5 hours.
    • No royalties, costume work would be minimal
    • Older kids who were participating previously may want to move on to leadership type roles rather than typical summer camp participation
    • Also hybrid of small audiences or online production options possibly with more performances
  • Fall Options
    • To be discussed – please send any suggestions or ideas to Jessica
  • Upcoming meetings:
    • March 14th
    • May 16th (to avoid Mother’s Day)
    • July 11th
    • September 12th
    • November 14th

Adjourned: 5:46pm

Respectfully submitted: Bonnie Bettencourt, Secretary
Cost Of Running A Theatre

Cost Of Running A Theatre

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The Legalese 

MYACT is a 501(c)3 organization formed for public purposes, to foster educational opportunities for children and adults of all ages in the performing arts, with a specific focus on theater, music, dance, voice and other arts.

The Practical Benefits 

MYACT provides opportunities for children, youth and adults in our community to become involved in the arts. Our organization brings people together in enriching classes, recitals and full performances. Our flagship program, Summer Hideout, started in 2004 with 13 students. Since then over 500 youth and adults have participated in various programs and productions. During that same time over 5000 audience members have experienced and enjoyed MYACT community musical theatre productions.

Some History

In 2012, after eight years of using temporary rehearsal spaces and renting various auditoriums for performances, MYACT acquired a warehouse building on Cuesta Court in Sonora (off Tuolumne Road) and turned it into permanent rehearsal, learning, and performance space.

MYACT generally produces four shows per year and would like to increase that number to provide additional opportunities – for youth and adult participants – and to establish a greater presence in the community.

The Cost of Running a Theatre

It takes money to run a theatre and related programs. MYACT’s annual operating expenses range from $25,000 to $30,000 per year. Approximately 80% of the funds to pay those expenses come from ticket sales, summer camp tuition, and sales of concessions.

However, MYACT relies heavily on donations, fund raisers and grants to fund the balance of annual expenses.

Over the years, the community has generously supported us but like any non-profit organization we are constantly in need of more donations, especially as we expand the operation to greater levels.  

Estimated 2019 Expenses

Rent & Utilities $14, 400 
Show Rights $8,000
Set Materials $2,500
Costumes $1,500
Ongoing Theatre Maintenance (Paint touch ups, equipment repair, basic supplies, etc.) $2,000
Liability Insurance $4,200
Paid positions and or stipends vary based on the production.  As an example, the Summer Camp stipends run up to $2,000.  
 
If you made it this far down this article then perhaps you would consider a donation or sponsorship.   In most cases (please check with your tax accountant) donations and sponsorships are tax deductible.

 

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