Tag: Theatre Updates

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 mike@goldenk.net.
    • 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

 

December 2020 Update – State of the Theatre

December 2020 Update – State of the Theatre

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December 2020

Dear MYACT families, friends, and community supporters:

We are writing to provide an update and status on our theatre operations.  

2020 started out normally with high expectations for a full year of productions, events, and growth.   Our first production “Catch A Falling Spy”, an original story set to contemporary music, was going to be our launch pad for another great season of shows.   Due to COVID-19 we were forced to cease performances and all operations in mid-March after only one weekend.

For the next several weeks we struggled, as did much of our community, to figure out how it would be allowable, safe, and feasible to continue operations.  It soon became evident that the entire 2020 season of productions and other events would likely need to be put on hold and then ultimately cancelled.  Summer Camp, Paint Nights, Fall and Winter productions and other revenue generating events we had planned were all ultimately cancelled. 

There are three areas we would like to update you on.  

FINANCES (1)

We began the year with about $12,000 in our accounts.  The 2020 operating budget established at the beginning of the year was approximately $50,000.  Of that amount, $26,000 was for production expenses like music rights, sets, costuming, director stipends, and other related items.  $24,000 was allocated to non-discretionary expenses; those expenses we must pay regardless of whether we use the theatre or not.  For example,  building rent, liability insurance, electricity, and miscellaneous building maintenance.

Over the years our main source of revenue has been ticket sales, tuition for summer camp, and various fundraising events.  As mentioned above Catch A Falling Spy was forced to close after only a weekend and we lost money due to having to cancel two weekends of shows.  Without our normal source of revenue we have been able to stay afloat in part due to the generosity of so many of you and your ongoing support. Since April we’ve raised over $6,000 through cash donations, fundraising events like food delivery, and our yard sales. 

In late November we were awarded $6,721.00 through the Tuolumne Count Small Business and Private Nonprofit Assistance Grant Program.  This grant came just in time!  Otherwise we would have run out of money by the end of January.  This grant increases our cash on hand to $10,532 which will be enough to cover our expenses through April 2021.

With the uncertainty of when we will be able to begin theatre operations and start generating revenue from tickets sales and theatre programs we will continue our fundraising efforts in an effort to operate beyond April. (2)

THEATRE LEADERSHIP

Board of Directors

In 2019 we had a vision for 2020 where MYACT would grow artistically and organizationally and expand operations to begin moving up to “the next level”.  2020 turned out to be a year nobody expected. Since April 2020 our primary focus has been on ensuring we can maintain the theatre financially until we can once again begin normal or close to normal operations. 

Looking towards 2021 that vision remains in our sights.  We are seeking additional board members who can provide leadership in specific areas of theatre operations, fundraising, marketing, and community outreach.  Board members are typically also part of sub-committees with specific objectives like marketing activities, social media advertising, fundraising, building maintenance, production, etc.   The full Board meets once every two months (currently via Zoom) and meetings are typically two hours long.   In those meetings specific assignments and activities are assigned to individual members or committees.   Committees meet on an as needed basis to achieve annual goals and specific objectives and outcomes.  If you are interested in learning more you can contact Jessica Shapiro, Board President at (209) 743-5833 or Mike Morales, Treasurer at 925-337-3600. 

We will also be holding virtual informational meetings to provide more information to interested parties and to answer questions.  Those virtual meetings will be announced in the near future.

Junior Advisory Board

The Board of Directors recognizes the value the youth of our theatre family and community bring to the table.   We want to incorporate those voices into the development and growth of MYACT.  Therefore we will be establishing a Junior Teen Advisory Board beginning in 2021.  This group, comprised of youth between the ages of 12 and 18, will meet once a month to discuss issues related to Mountain Youth and Community Theatre. Under the direction of a board member the group will discuss and create proposals to present to the main board on everything from potential performance ideas to fundraising, community outreach, and overall youth involvement.  Besides the value we expect this group to bring to the theatre we also believe the members will  learn about effective communication, conflict resolution, leadership, and everything it takes to run a theatre during and in between shows.  If any youth are  interested in participating they can email mountainyouthact@gmail.com to express their interest.  

We will also be planning virtual informational meetings to provide more information to interested parties and to answer questions.  Those virtual meetings will be announced in the near future.

2021

While there is still uncertainty about the coming year we are optimistic that we will be able to resume some level of operations, hopefully by Spring or Summer.   In the coming weeks we will begin preparing, as we do each year, for the new year of productions and events.  We are hopeful that we will be able to put up at least two youth productions, summer camp, and one community production.  We also hope to resume the popular paint nights as well as introducing some new educational programs centered around theatre.  We will continue to provide updates to you and the general community through email, our Facebook Pages (https://www.facebook.com/mountainyouthact and https://www.facebook.com/groups/116581809037741) , and our website (https://mountainyouthact.com).

Thank you for your ongoing support.  We hope to see you in 2021. 

Meanwhile, please feel free to reach out to us if you are interested in joining our Board of Directors, the Youth Advisory Board, or just have questions or ideas.  

With deep appreciation,

MYACT Board of Directors

  • Jessica Shapiro, President
  • Kandas Wright, Vice-President
  • Bonnie Bettencourt, Secretary
  • Mike Morales, Treasurer
  • Jessica Miranda Rhoades, Member At Large
  • Erin Santoro, Member At Large

 (1) For a complete accounting of our 2020 Operating Budget and Expenses please contact Mike Morales at 925-337-3600 mike@goldenk.net.

(2) Mountain Youth and Community Theatre is a 501(c)(3) non-profit organization.  Our non-profit identification number is 11-3797591

MYACT Mission Statement: This corporation has been 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.

CONTACT

14372 Cuesta Ct. Sonora, CA 95370
(209) 874-6408
mountainyouthact@gmail.com​