Membership Meeting Minutes of April 3, 2012

BCP — Sun, 06 May 2012 13:21:53 +0000

BCP Membership Meeting
Tuesday, April 3, 2012
Meeting Rules: One person speaks at a time. Respect one another – play nice.
Stay on topic. Turn cell phones off.
Council members in attendance: Rhody Edwards, Dina Ramaha, Sandi Stephens, Jerry Gaspard,
Functional Managers in attendance: Erin Ross, Aris Gaspard
Not in attendance: Jack Bute
Audience in attendance:
Member Input: Hans Lebuser, of the Boquete Jazz & Blues Festival, wishes to express his clarification of an issue that was recorded in previous minutes.
Hans: – At the time of signing the contract I was only asked to pay a deposit of $100, which I did.
- I never said that the $100 was all the BCP would get from me.
- Since there is only one advance deposit mentioned in the contract I told Jerry that I was expecting any further charges to be settled at the final accounting after the show. This can hardly be interpreted as a refusal to pay.
We will be moving our Council and Membership bi-monthly meeting start times from 1:00pm to 1:30pm. Meetings are the 1st and 3rd of the month and will begin at 1:30 beginning with April 17th’s Council meeting.
• Vendor Input: re: Tuesday Market: Ending the discussion: how will communication be relayed to vendors? Dina will make a flyer telling you where you can read the minutes from the twice a month BCP meetings. Jerry and Aris will be the funnel for vendor issues to the council. Dina will be escalation if needed. Information also included on this flyer: How to become a BCP member. UPDATE April 3: re: flyer: Rhody is taking care of this. Dina will get to the printer Monday for passing out on Tuesday. Will include: informing the vendors of time change of our bi-monthly meetings and of a location on the BCP website where they can leave comments. These comments go directly to the bcpboquete e-mail address.
2. Creative Director – Dana
• Next production: Dr. Rhody’s Medicine Show April 19-22: Jerry G. reminds us to supply a budget. The show is coming along beautifully ~ the music, acting, singing and dancing. As for budget: expense: $1,950. Income: 80 seats sold x 4 shows = $3480. Profit $1890. Excluding bar income. Tickets priced at $12. We had agreed policy would be minimum $12. A detailed budget will be supplied to Jerry G.
• Dr. Rhody’s Medicine Show is coming along quite well. We will make copies of the graphic for marketing; Erin to provide the graphic to Sandi, Sandi will get copies made and Erin will see to the distribution at Tuesday meetings and throughout various locations.
3. Marketing – Erin/Robyn
• Membership Status : The numbers remain stable. Erin has recruited Judy Isham to be our new membership director. Welcome, Judy! Erin will continue to create tickets and assisting in marketing, including posters, programs and banners until a marketing person is found.
• Rhody will speak soon to a professional marketer re: the marketing position.
• Rhody to speak with Dave re: approaching existing advertisers for renewal for the quarter. Dave will follow-up with the advertisers he got last quarter.
4. President Elect – Rhody Edwards
• Dog Policy: this has been an issue. Mary Feldbruegge put together the policy. Sandwich board will be put in place with the Dog Policy. The policy was e-mailed to board members and all were in agreement with the policy. UPDATE April 3: policy has been well received.
• Parking lot: cones, ‘crime scene tape’ and rebar not working. We’ll keep trying. Once the vendors are placed within the enclosed space, this should become less of an issue. Will address again if necessary.
• Marketing Position: still searching for an individual for this critical position. Has asked Dina to market the facility. Sponsors for the shows will also be under Dina. Since Jerry and Aris handle the majority of operations, Dina can re-focus her direction. Perhaps Marketing will be a functional manager. This option will be looked into further. UPDATE: April 3:
• Dave Ross added Bar Manager to bylaws and will be requested to add Membership as a functional manager position. Would we want to place Marketing and Operations as functional positions, leaving five council positions versus the now six? This will be a topic of discussion at the next meeting, March 20, as further investigation is done in the interim. Will keep as is. Blog needs updating. Dave Ross to supply by-laws changes to Sandi and she will then forward to Robyn for placement on the blog. UPDATE April 3: Sandi will harass Dave for this.
• Rhody expects to have a meeting with Anayansi regarding some necesary upgrades/repairs. Like the roof, and the uneven steps/walkway into the grounds from the parking lot. UPDATE March 20: Anayansi has yet to return her feedback on how she will be willing to help. Especially financially. UPDATE April 3: still awaiting a meeting with Anayansi.
• Jerry G. reminds us of the earlier idea to place an alternate exit along the street in the very front of the parking lot. Nikki reminds us that the expense was going to run around $2000. This will be an item that can perhaps be discussed with Anayansi. Or another item on our Wish List. UPDATE April 3: Rhody will do this when he speaks with Anayansi.
• The fence dividing the parking lot from Anayansi’s garden is falling down. We must address this issue soon. Jack reports $10/meter for a rock wall. We have 75-100 feet at most. He’s guessing this could run $600-$1000. Perhaps Anayansi will contribute. Rhody will discuss this with Anayansi. UPDATE April 3: this will be discussed with Anayansi once a meeting with her has been established.
• Rhody reviewed The Wish List. He intends to send this to the membership to hopefully fulfill these necessary needs. UPDATE April 3: will do this soon.
5. Minutes – Approval – the final version was approved.
6. Finances –Jerry Gaspard. It was agreed that these numbers will be reported at the first meeting of the month. Current Status:
Bank Account 1547.11
Savings Account 3778.95
Building Fund 7105.16
Income 2669.46
Expense 3235.59
Profit/Loss -566.13
Largest Expense: Theater production 976.12 (Dr. Rhody) which includes 150 to Donna for Serenades, Spaghetti & Sweets event.
Quarterly Social Security 208.36
Rent & utilities 965.71
Taxes were less due to refund for The Machine.
• Check-Signing: The paperwork is going through its process. UPDATE: still going through the process. The bank is the delay. Jerry Hedrick wants to ensure this paperwork goes through by June 30th, 2012. He wishes to have the removal of his name and responsibility within all BCP documentation. Udate Feb’y 21: As Vice President, and a designated signatory, Jack Bute was given the details that are still required by the bank. Jerry G. says the bank says there is an issue but he is unaware of the details and Jack is not present today to give us this information. March 6 UPDATE: Jack reports that they told him the paperwork was simply in Panama City. Jack will follow up on this and try to get things moving. Jerry G. states that the bank has every conceivable document that they could possibly require. UPDATE March 20: Sandi needs to obtain a bank reference and letter and a personal reference in order to be added as a signatory. UPDATE April 3: reference letter expected from the bank any day now. There was a delay due to the fact that Sandi was issued a new passport since opening her account at HSBC and must follow paperwork procedures to get her account updated with the new passport number.
• We have a laminated Aviso de Operacion. We can now perhaps get a vending machine. We will have to be doing away with the honor bar. Beer can be delivered and received wholesale. Liquor will probably still have to be purchased. We can now receive coolers, too. Jerry will be looking into this. UPDATE April 3: supervisor is to come by and assess our situation and needs. Vending machines are unattainable. Jerry G. will stop by distributor while in David tomorrow.
• Visited by Salud today at market, March 6. Requesting $500 donation. The letter states what you will get for the donation. There is a cd also which Jerry G. will watch and report on at the next council meeting on April 3. UPDATE April 3: a donation will get you a plaque on the Salud’s newly painted walls. It was decided that budget constrictions will not allow us to participate in this program.
7. Operations – Update –Dina
o Graphic for outside fence: In spanish also.. Dina will mock up something and give it to Jerry G. before presenting to Robyn for the creating of a handsome graphic. We will then have either a metal sign or a weatherproof banner made. UPDATE March 20: this item was discussed earlier and reflected within these minutes. UPDATE April 3: Robyn is awaiting pics from Deena. Dina will get to the printer with what is needed to move forward with the sign on Monday.
o Changed & New Bookings:
o Rock ‘n’ Roll Fundraiser: Update April 3: Rhody says we’ll discuss further the rock ‘n’ roll fundraiser at the next meeting.
o Discussion ensued re: a second market day vs.moving to another day. Brandi felt that most vendors did not want another market day. Jerry G. says we can ask vendors on the waiting list. Jerry H. suggests: Begin next dry season. And bring in something new. Make use of the deck in the back. We were going to take a vote on adding a day, probably Saturday then decided to table the decision until the vendors have offered their input. Should there be an additional market? What day? Can you participate in making this happen? Dina to add these questions to the flyer supplied to vendors for next Tuesday’s Market. UPDATE April 3: this question has already been put to the vendors. 65% choose Saturdays but only in busy season.
o MARKET: we may need another meeting to simply discuss the issues. Need to be able to accommodate more customers and vendors. Perhaps simplest solution: move speaker to 1pm and use theatre. Or pay to extend roof. Discussion ensued. A committee should be formed to only cover the Tuesday Market. Suggestions of committee consisting of: Jerry G., Rhody, Vicki and/or Nikki, and someone to represent the vendors. At the next meeting we will assign this committee. In the interim, Jerry G. and Rhody will try to gather approval from Vicki and Nikki.
8. Maintenance – Jack Bute
• Tuesday Market & Meeting: parking in the parking lot with respect to others. Need to place the cones in the center in order to prevent parking in that area. Jack Bute suggests using lyme to delineate. Works for a long time on a football field. UPDATE March 20: unless there’s disagreement with the lyme lines and orange cones in the center, let’s go with that. Machine is $80 from the states and lyme is quite inexpensive. And put vendors in the center of the orange cones. We can put out a notice to membership to expect the change that will be awaiting them. UPDATE April 3: Jerry G. will search in David for the machine tomorrow. We will also outline a handicpapped spot in back. The entire space from ramp to river will be included for the handicapped area.
• Doors: Jerry G. to get plexiglass for ‘BCP quetzal doors’ and will ask to have the sliding doors looked at in the hex room while in David tomorrow.
• Items Pending
New/Other:
• Work party re: Dr. Rhody Medicine Show : coming soon. Will notify membership once date is set. UPDATE April 3: Things are coming along; he will only ask for help when something comes up that requires help.
• Awards dinner for Performing Arts in our community. Mini-Grammy awards. Committee is already selected. Will include shows as far back as the 60’s show. A dress-up event. Not limited to BCP productions. This will be a catered dinner at an off-site location. There will be little to no work involved on the part of the recipients, except to perhaps pay for their meal. UPDATE April 3: this discussion will be tabled until the next meeting.
Meeting adjourned: 2:30pm

Dr. Rhody Med Show 7

BCP — Thu, 26 Apr 2012 21:39:24 +0000

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BCP — Thu, 26 Apr 2012 21:37:53 +0000

BCP Theater & Events Center » BCP

Membership Meeting Minutes of April 3, 2012

Dr. Rhody Med Show 7

Dr. Rhody Med Show 6