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BAL Theatre - Minutes 2013-01-28

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   BREAK-A-LEG THEATRE ARTS SOCIETY Regular Meeting Minutes 7:30 pm January 28, 2013 at THE GUILD PRESENT Maureen Wood-Engerdahl, Joan Melvin, Melissa Pattison, Sue Guebert, Evangeline Humphrey, ABSENT: Deborah Bird, Lori Phillips, Lorraine Johnson-Mackay  ALSO PRESENT Don Engerdahl, Steven McHugh REGRETS Christina Oliver, Gwen Holden RECORDER Don Engerdahl A QUORUM WAS REACHED CALL TO ORDER WOOD-ENGERDAHL  – called the meeting to order at 7:40 PM MOTION TO ACCEPT AGENDA OF JANUARY 28, 2013   GUEBERT - That the Agenda of January 28, 2013 be accepted as presented with the amendments CARRIED   MOTION TO ACCEPT MINUTES OF JUNE 25, 2012   MOTION TO ACCEPT MINUTES OF SEPTEMBER 24, 2012, REGULAR MEETING   MOTION TO ACCEPT MINUTES OF SEPTEMBER 24, 2012, AGM Amendments: PATTISON - Item G in the regular meeting minutes and action items reflect “PAL Insurance” not “pay”. WOOD ENGERDAHL - that Gwen Holden be noted as present at the meeting of September 24, 2012  HUMPHREY - that the minutes of September 24, 2012 (Regular meeting and AGM) and June 25, 2012 be approved with the above amendments.  CARRIED REVIEW OF ACTION ITEMS Action Items from September 24, 2012: ACTION ITEM:   Insurance – for the Board and activities Melissa will discuss this under New Business TREASURER’S REPORT PATTISON - the final budgets for Playpalooza and 2 Left Feet Dance were discussed. The current balance of our bank account is sitting at $3637.15. Outstanding bills include website from September to December. ACTION ITEM:  1. Melissa will provide individual summaries for the One-Act plays and the Beginner Ballroom class. 2. Maureen to provide the treasurer with statements for the website costs for reimbursement. WOOD-ENGERDAHL – that the Treasurer’s report be accepted as presented SECONDED: GUEBERT CARRIED NEW BUSINESS 1.   Insurance – Officer and Director (O&D) / CGL Background information on previous insurance inquiries was provided to the board. 6 new companies were contacted, 5 forwarded applications, 4 quotes were provided. Robinson insurance ($600 – O&D only); PAL (no full term insurance available); Cooperators (no underwriter); Capri ($1085 – O&D/$2M CGL); Surex Direct ($1100-$2M CGL/O&D), Lundgren & Young ($1100 $2M CGL//O&D) – there is a local rep in Hinton.  MELVIN  – that the board approves the quotation from Lundgren & Young in the amount of $1100 to cover Officer and Director Liability and $2 Million CGL insurance. Liquor liability will need to be purchased separately. ACTION ITEM:  That Melissa follows up with all the companies and thanks them for submitting their quotes. SECONDED: WOOD-ENGERDAHL CARRIED  2.   Arts on Fire performance of “Family Names” ENGERDAHL - The Mayor’s Evening for the Arts is taking place at the Hinton Centre on February 23 rd  starting at 6:30pm. He suggested to the Arts on Fire committee that “Family Names” be showcased at the event as the group only had a maximum of 10-15 minute timeslot. Kara Lavoie is not available that evening, so Maureen will be filling in for her. Brooke Balasz has been notified and is available that evening. Rehearsals will begin in February. If the performers wish to stay for the entire evening they can, providing that they purchase tickets, otherwise, an honorarium is paid to the group. 3.   Zone Competition – Adult One-Act Plays ENGERDAHL - The zone competition dates were announced – April 12-13 in Whitecourt, Alberta. Don indicated that the two plays being submitted are “Family Names” (Brooke Balasz and Kara Lavoie with Maureen as a substitute if Kara is not available)  and “Ships” (Steven McHugh and Joey Guimond)  – these plays received the highest votes from Playpalooza. The licensing requests have been made and scripts have been ordered – the fees for licensing are forthcoming. We will be responsible for purchasing a membership fee to the Alberta Drama Festival Association. Most of the costs incurred to the group for entry into the festival (mileage, meals, accommodation, and royalties) will be reimbursed by ADFA once receipts have been submitted.  HUMPHREY  – that the board proceeds with entering two plays into the Zone 4 competition in Whitecourt and that we pay for the ADFA annual membership up to $30. SECONDED: MELVIN CARRIED   ACTION ITEM:  Don to purchase the annual membership for ADFA up to a maximum cost of $30.00 4.   “For the Love of Broadway” Memory book WOOD-ENGERDAHL- Danette Jones gave Don and Maureen a copy of the memory book to show the group a sample for ordering copies. Those wishing to place an order can do so directly through Danette by calling her at (780) 740-3786. A discussion took place regarding and whether the price of $40 was too low, and that perhaps it should be $50 with $10 going to the group. Don pointed out that perhaps this was a good idea for future production revenue opportunities and not for this situation as it was Danette Jones’ creative work and that we shouldn’t be trying to make money off this without seeking Danette’s feedback first. ACTION ITEM:  Don to put this on the website for “For the Love of Broadway cast members to order  MELVIN  – that the board purchases a copy for their archives. SECONDED: GUEBERT CARRIED   5.   Royalties ENGERDAHL – Upon purchasing the royalty licensing requests for the two one-act plays, Don received an email from Samuel French Inc. that the group had an outstanding balance of $300.00 for Aspirin and Elephants in March 2011. Jay from Samuel French indicated that this would have to be cleared prior to approving our requests for the zone entries. Fees for Playpalooza ($420.00 US) will be waived providing the outstanding balance is paid. They would like it cleared. A link was provided to pay online or a bank draft could be drawn and mailed to Samuel French. Licensing costs for the zone plays will be forthcoming – (estimated at $90 or $45 per play) once payment is received. ACTION ITEM: Melissa offered to pay the $300.00 plus a 4% convenience online with her credit card and will pay herself back with a one of the signed checks.  WOOD-ENGERDAHL  – that Melissa pays the outstanding royalty balance of $300 plus the 4% convenience fee with her credit card and submits the receipt for reimbursement. SECONDED – HUMPHREY CARRIED   6.   Performing Arts Theatre & Cinema Update The Town of Hinton has called a meeting with the Performing Arts user groups on Wednesday, January 30, 2013 to provide them with an update regarding the theatre. The meeting is at 6:30 pm at the Government Centre. Maureen and Sue will be attending on behalf of Break-A-Leg Theatre Arts. If it’s a go – YIPPEE! If it’s not a go – Break-A-Leg Theatre should have a plan outlining their next steps and course of action to acquire a space for their performances (dinner theatre and musicals). Pulling out our one-page business plan and working from there is an option. Melissa also suggested that we revisit casino revenue opportunities and the Quality of Life Grant program with the Town of Hinton. ACTION ITEM :  Maureen Wood-Engerdahl and Sue Guebert to attend the Performing Arts Theatre & Cinema Update session at the Government Centre on January 30, 2013 at 6:30 pm. CORRESPONDENCE WOOD-ENGERDAHL – The group received sample copies of liquor licenses that we are eligible for when applying to AGLC.
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