Tuesday, January 17, 2012

Meeting Rules: One person speaks at a time. Respect one another – play nice.

Stay on topic. Turn cell phones off.

Items PENDING for next meeting’s agenda are highlighted in RED.

Council members in attendance: Jerry Gaspard, Sandi Stephens, Dave Ross, Dina Ramaha, Jack Bute.

Functional Managers in attendance: Erin Ross, Aris Gaspard.

Not in attendance:

Audience in attendance:  Terry Zach, Heather Dyer, Clare Edmonds, Rhody Edwards, Andrea Moss, David Johnson from Granny’s Sausage, Penny Barrett, Lynn VanDerKar, Shirley & Jim Maffit, Yolanda Wettengl, Carole Newsome and Jack Mantia, Karen Melton.

1. Member Input:

Karen: enough funds in treasury to repair leaks? Rhody briefed her on our many attempts/tricks to fix these leaks. Most have been repaired, but many leaks will have to be lived with barring replacing the roof. And Karen thanks BCP for adhering to her previous recommendation re: the bathroom.

Andrea: wants to have a showing of the movie Thrive, a documentary. Wants the message out to help spread the word about free electricity. A good movie to have a discussion afterward. Andrea will send out a message to discern interest.

Penny Barrett: B4B Feb’y 11 at BCP: Art Show Saturday at 11am; 5pm wine tasting using outdoor patio. There will be appetizers and at 7pm the live auction. Feb’y 12 Sunday: The Big Sale.  B4B appreicates all BCP has done to support this charitable event. Has 2 requests: Can B4B put banner on pedestrian gate after Bell, Book & Candle ends and B4B now has a stand-up banner like ours that they’d like to put in the lobby beginning tomorrow. Both were approved.

A large number of folks attending today are here to oppose the fees associated with the Tuesday Market for the vendors, specifically charitable organizations. Dave read the letter he sent to Penny Barrett. Opened the floor for questions. Heather Dyer presented a petition signed by 46 people who wish to have the fee lifted. And she states that those people stated that they wouldn’t continue to sell their goods here if the $6 fee is not lifted. Rhody addressed thoroughly.

Yolanda brought a petition that was signed by numerous vendors requesting the Tuesday Morning meeting begin again at 10:30am versus the newly instituted 10am. BCP is not responsible for the Tuesday Meeting and it was suggested Yolanda take this up with Lee Zeltzer, the meeting scheduler and moderator.

Hans: regarding the Jazz & Blues Festival. Will have one show at BCP on Thursday night March 1 until 8:30. Jazz pianist and singer. Afterparty to be held elsewhere.  Maybe newcomers on Friday, March 2^nd. That date is available. Music clinics and workshops will not be on Saturday or Sunday. Maybe Thursday and Friday mornings. These times are also available. The Festival is having difficulty finding sponsors. Would BCP be interested in becoming sponsors as they did last year for the JazzFest? The council will discuss this and get back to Hans. We also need to discuss the possibility with Anayansi. Jerry reminds us that we’ve had a price increase. Update: Jerry G. spoke with Hans and Hans hasn’t made a decision on doing things at BCP. Hans still needs funding but hasn’t pursued BCP for involvement.

Dina: started our yoga last year at about this time and is back. She would like to become involved more. Heard there is a council position(s) open. Is interested in helping in any way she can. Dave described the positions available ~ . Marketing and Operations. Dina states she may be more interested in the Ops Director position. We will bring her in in the Ops position. She will return to the states in August. She is officially on the council as of today! Yay!  Her contact information is: Dina Ramaha dinaramaha@hotmail.com and operationsbcp@gmail.com.  Dina’s phone number is: 6567-5133. Robyn will put out message to the members. Dave will make business cards for her.

Coffee Shop – The Brazilian fellow has not pursued our proposal. Rhody will contact Duran and others. If we have to split the money with Anayansi, there is no sense in our doing it at all. Rhody will discuss this with Anayansi. UPDATE: Rhody found the potential renters would want the space ready for production. Idea will lie dormant until others have as much enthusiasm for this venture as Rhody.

1. Minutes – Approval – the final version was approved.

• Items Pending

1. President Update – Dave

1. • Continuing management: Dave is ending his position as President in March. Need another president. Have 2 months to do it. Will contact a couple of people he’s interested in. And will send a message out. Need marketing position to be filled. Will send a message re: this to our membership. Update: Rhody will take the President position. It is a six month term. New election in August for term beginning in September. Board approved selection of Rhody Edwards as President. Yay!
   • Rewards for volunteers/sponsors: this will be investigated further once the position has been filled. Discussion tabled until next meeting.
   • By-Laws. Have decided not to go to 2-yer terms for council members. Will need to re-write job descriptions and include the functional positions.  Jerry G. suggests while changing by-laws, please include that any council member not showing up to meetings without previously informing the others they will not be attending will be placed on probation. Three strikes/3 unexcused missed meetings and you’re out. Still pending. UPDATE: message to membership for meeting February21st will be a by-law revision vote.
   • Policy will not be changed regarding table rental fee for non-profit organizations selling items.

• Tuesday Market Vendor Security: Today we had a theft. Previously there were small thefts every week. Suggestion: Invite police to have a free cup of coffee. Perhaps other vendors can give sweets. Rhody will contact Cesar to see if we can get this started.
• Parking Stripes in back parking lot: if there’s perpendicular lines more people can fit. Jack will see what he can do.
• Rhody suggests a meeting with vendors.
• Update blog with council members: to be discussed at next meeting.

1. Finances –Jerry Gaspard.  It was agreed that these numbers will be reported at the first meeting of the month.  Current Status:

• Savings Account:  $
  Building Savings: $
• Bank Balance:    $
  Income:              $
  Expenses:          $
  Net Income         $
• Member Get-Together :  to be discussed at next meeting: Draft Beer & Pretzels  Comedy  Games Potluck   Movie   Dance   Surprise
• The Machine & taxes: Register paid for. Credit coming on our taxes for this year. Jerry has had his training. Manual has been translated. He will input information 2 times per week. That is legal. Along with the machine is a 7% tax. Robyn will send an announcement to members reflecting the increase once it is decided. Which brings up raising prices. Jerry G., Lane and Jack Bute make up the committee to decide upon our price increases. UPDATE: by Jerry G. Tickets for the theatre will be adjusted on a per performance basis. The council will now agree upon price. Bell, Book & Candle will be $12. As for the bar: increase price from $2 to $2.50. Beer: will be $1.50. All goes up .50 except water is still $1 and cokes are $1.25 Will have bar prices sign changed by the end of the year. JR will be helping the person who said he is interested in running the bar. Membership will stay the same price, $10. This will be a tax-exempt income. To review: Wine & Liquor is $2.50. $ .50 increase. Sodas and Panamanian beers $ 1.25 $ .25 increase. Imported Beer $ 2.50. $. 50 increase.
• Machine is running fine; 2 times per week Jerry enters the information.
• UPDATE for Machine: We will receive $750 back as soon as the machine is put into use. The refund is given when we pay our taxes.
• Check-Signing: The paperwork is going through its process. UPDATE: still going through the process. The bank is the delay.

1. Operations – Update –Dina

• Dave will print up new cards for both Jerry G. and Aris to distribute.
• Requests a sign be put on the outside of our venue for facility rental. In spanish also. Jerry will provide the info to be placed on the sign to Robyn to put a handsome graphic together. We will then have either a metal sign or a weatherproof banner made
• Changed & New Bookings: no new bookings and none have changed.
• Unknown Status: Jazz Festival March 1. We have since been updated by Hans at the beginning of this meeting. Jerry G. feels we should not give away as much as we do. This is in response to the JazzFest’s request to sponsor their event.  It was decided that we’d halve that with the JazzFest. We will split our $1 with Anayansi with her consent.  Dave will let him know by January 15^th.  Hans has not pursued BCP’s involvement at this time.
• Jerry brings up how to pay the taxes on our income that we split with Anayansi.

1. Marketing –

• Membership Status :    282      The numbers remain stable.
• Publicity for Bell, Book & Candle: announcements out regularly. Banner up. Flyers distributed.

1. Creative Director – Dana

• Bell, Book & Candle  –  will be presented at the end of January. The actors’ rehearsals are coming along beautifully. Costumes, props and set are on schedule.
• Upcoming Special Events –  Heather Dyer had mentioned possible St. Patrick’s Day event. She’ll bring up at the next meeting she attends.

1. Maintenance – Jack Bute

• Status of Roof Leaks: Rhody has tarred and they still leak. Nothing to report. Discussion earlier in meeting.
• Status of Generator Hookup: Is now up and running. You now simply start the generator and flip the switch. The A/C is connected only to the pole at the street. Thank you Rich Cacianti.
• Driveway entrance gravel – will put a fill in there. Tried tiles but this still needs addressing. Will continue to fill when necessary.

New/Other:

David Johnson, of Granny’s Sausage, wants to volunteer to help. His contact information is 6607-5551 and Grannys-Sausage@hotmail.com. He may pursue the open Marketing position.

Meeting adjourned: 3:08pm

Tuesday, January 3, 2012

Meeting Rules: One person speaks at a time. Respect one another – play nice.

Stay on topic. Turn cell phones off.

Items PENDING for next meeting’s agenda are highlighted in RED.

Council members in attendance: Jerry Gaspard, Sandi Stephens, Dave Ross.

Functional Managers in attendance: Erin Ross, Aris Gaspard.

Not in attendance: Dina Ramaha is unavailable due to her mother’s visit but will be available at the next meeting. Jerry G. will share some of her comments with us. Dina submitted Aris as her proxy for this meeting in her absence.

Audience in attendance: JR, Larry MacDonald, Hans Leubeser, Loila Hunking.

Member Input:

Hans: regarding the Jazz & Blues Festival. Will have one show at BCP on Thursday night March 1 until 8:30. Jazz pianist and singer. Afterparty to be held elsewhere.  Maybe newcomers on Friday, March 2^nd. That date is available. Music clinics and workshops will not be on Saturday or Sunday. Maybe Thursday and Friday mornings. These times are also available. The Festival is having difficulty finding sponsors. Would BCP be interested in becoming sponsors as they did last year for the JazzFest? The council will discuss this and get back to Hans. We also need to discuss the possibility with Anayansi. Jerry reminds us that we’ve had a price increase.

Loila Hunking: might prefer to speak at the end of the meeting. Wants to hear the meeting. Is not a permanent resident. Usually here from late November through February. Has done a lot of organizing for funding.  6117-7031. hankinglg@gmail.com

Larry McDonald: checking on what’s going on in expat community and Panamanian community. Wants to know how to be involved in what’s going on. Raised 5 kids; has one 13yr old with him here. Has marketing background, extensive knowledge of software. 6655-6556 McDonaldLarryJ@gmail.com

JR : wants to be here in order to disseminate the information gathered here with others. (Wish we had 50 of him!)

Dina: started our yoga last year at about this time and is back. She would like to become involved more. Heard there is a council position(s) open. Is interested in helping in any way she can. Dave described the positions available ~ . Marketing and Operations. Dina states she may be more interested in the Ops Director position. We will bring her in in the Ops position. She will return to the states in August. She is officially on the council as of today! Yay!  Her contact information is: Dina Ramaha dinaramaha@hotmail.com and operationsbcp@gmail.com.  Dina’s phone number is: 6567-5133. Robyn will put out message to the members. Dave will make business cards for her.

Coffee Shop – Rhody is not available today. No update at this time. The Brazilian fellow has not pursued our proposal. Rhody will contact Duran and others. If we have to split the money with Anayansi, there is no sense in our doing it at all. Rhody will discuss this with Anayansi.

Minutes – Approval – the final version was approved.

• Items Pending
• President Update – Dave

• • Marketing Results: awaiting Las Ruinas check. Dave has locked in several advertisers/sponsors for the year. Not as many as last year, but he has done an excellent job in a short period of time.
  • Continuing management: Dave is ending his position as President in March. Need another president. Have 2 months to do it. Will contact a couple of people he’s interested in. And will send a message out. Need marketing position to be filled. Will send a message re: this too. Larry, in our audience today, is giving this position consideration.
  • Rewards for volunteers/sponsors: this will be investigated further once the position has been filled.
  • By-Laws. Have decided not to go to 2-yer terms for council members. Will need to re-write job descriptions and include the functional positions.  Jerry G. suggests while changing by-laws, please include that any council member not showing up  to meetings without previously informing the others they will not be attending will be placed on probation. Three strikes/3 unexcused missed meetings and you’re out. Still pending.

• Finances –Jerry Gaspard.  It was agreed that these numbers will from today on be reported at the first meeting of the month.
  • Savings Account:  $ 8,479.
    Building Savings: $ 3,087.44
    Bank Balance:    $   649.58
    Income:              $ 2000.36
    Expenses:          $ 2000.00+
    Net Income         $ -800
    compared income 2010 (41,000+) to  2011  (48,000+)     Expenses for 2010 31,000+ 2011 42,000  theatre income 2010 11,000+  2011 11,000+
  • Payroll was a big expense. Electricity has gone up.  Accountant. Maintenance.
  • Tuesday Market Vendor Security: to be discussed at next meeting.
  • Charitable organizations selling anything to raise funds are considered a vendor and will pay the fee.
  • Charitable organizations: the bar is the only designated area free of charge and will provide information and literature only.
  • Vendors will set up and take down BCP tables if they do not have their own.
  • Parking Stripes in back parking lot: to be discussed at next meeting.
  • Member Get-Together with:  to be discussed at next meeting: Draft Beer & Pretzels  Comedy  Games Potluck   Movie   Dance   Surprise
  • Requests a sign be put on the outside of our venue for facility rental. In spanish also. Jerry will provide this info to Robyn to put a handsome graphic together. We will then have either a metal sign or a weatherproof banner made.
  • Update blog with council members: to be discussed at next meeting.
  • Suggest Sandi our Secretary make the agenda according to previous minutes and request by council members: to be discussed at next meeting.
• Miscellaneous
  • The Machine & taxes: Register paid for. Credit coming on our taxes for this year. Jerry has had his training. Manual has been translated. He will input information 2 times per week. That is legal. Along with the machine is a 7% tax. Robyn will send an announcement to members reflecting the increase once it is decided. Which brings up raising prices. Jerry G., Lane and Jack Bute make up the committee to decide upon our price increases. UPDATE: by Jerry G. Tickets for the theatre will be adjusted on a per performance basis. The council will now agree upon price. Bell, Book & Candle will be $12. As for the bar: increase price from $2 to $2.50. Beer: will be $1.50. All goes up .50 except water is still $1 and cokes are $1.25 Will have bar prices sign changed  by end of the year. JR will be helping the person who said he is interested in running the bar. Membership will stay the same price, $10. This will be a tax-exempt income. To review: Wine & Liquor is $2.50. $ .50 increase. Sodas and Panamanian beers $ 1.25 $ .25 increase. Imported Beer $ 2.50. $. 50 increase. Levels of membership are an option. Kind of like what we discussed to do with our sponsors.
  • UPDATE for Machine: We will receive $750 back as soon as the machine is put into use. There are several issues with the machine and its use has not been put into place.
  • Check-Signing: The paperwork is going through its process. UPDATE: still going through the process. The bank is the delay.
• Marketing –
  • Membership Status : approx. 262  member. The numbers remain stable.
• Creative Director – Dana
  • Bell, Book & Candle  –  will be presented at the end of January. Erin reports: Banners and flyers will be put up in a day or two. BBC price was passed @ $12 a ticket.
  • Upcoming Special Events –  Heather Dyer had mentioned possible St. Patrick’s Day event. She’ll bring up at the next meeting she attends. Right now she is out of the country, returning mid-January.
  • Jazz & blues festival- Hans says he needs one night at BCP. Thursday night.
  • Bib4boquete will be in February. They will be at the BCP for wine tasting/silent auction one night.
• Operations – Update –Dina (Jerry/Aris reporting)
  • Success of last events: Christmas we had 287 children, cost us around $400. This helped word of mouth. Market for December was down.
  • Dave will print up new cards for both Jerry G. and Aris to distribute.
  • Changed & New Bookings: Events Cancelled: Nat’l Bank Jan 12  No Response
  • Seder Meal 6 April Canceled not followed thru
  • Theater Performance from Costa Rica  Canceled not followed thru
  • Unknown Status: Jazz Festival March 1. We have since been updated by Hans at the beginning of this meeting. Jerry G. feels we should not give away as much as we do. This is in response to the JazzFest’s request to sponsor their event.  It was decided that we’d halve that with the JazzFest. We will split our $1 with Anayansi with her consent.  Dave will let him know by the 15^th.
  • Jerry brings up how to pay the taxes on our income that we split with Anayansi.
  • Contracts for: January 7^th Birthday party
  • Hospice: Jan’y 30, Feb’y 1 & 3
  • B4B: Feb’y 11 & 12
  • Bill Keim Birthday:  March 3
  • Inquiry: Lee Zeltzer Wedding June 2

Maintenance – Jack Bute

• Status of Roof Leaks: Rhody has tarred and they still leak. Nothing to report.
• Status of Generator Hookup: Parts not delivered, but Rich intends to do that very soon.
• Driveway entrance gravel – will put a fill in there. Tried tiles but this still needs addressing.

New/Other:

Meeting adjourned: 3:21pm