Tuesday, February 7, 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, Dana Applegate, Robyn Cole.

Not in attendance:

Audience in attendance:  Terry Zach, Al Mills, Karen Melton, Jerry Hedrick, Rhody Edwards, Clare Edmonds, Andrea Moss.

Member Input:

Andrea: Thrive is close to sold out for the 2pm show. Will sell tickets for additional 7pm show. Rhody’s handling the computer equipment for the show and managing the projector equipment. Publicity will be changed to state ‘at BCP theatre’ versus having our logo on the tickets and flyers.

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

• Items Pending

1. President Update – Dave

• President changeover publicity: Robyn, BlogMaster, or Dave, as outgoing President, will put message out regarding Rhody’s accepting the President position to the membership. Will also place a plea for a marketing person in the message.
• By-Laws: need to re-draft and have the terms reduced to one-year terms for the council. A few things have been added. We will look over a hand-out which has been highlighted with changes. Jerry Hedrick states that the other functional positions need to be described in the section also. Functional positions are: Garden, Blog, Facilities and Creative. ? and Membership? And Bar Manager.
• Rewards for volunteers/sponsors/members: this will be investigated further once the position has been filled. Discussion tabled until next meeting.
• Jazz & Blues Festival: Anayansi is ok with only charging the festival $1 per ticket. Dave has informed Hans of the decision.

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

$1000      Deposited to building fund  Balance $ 4092.08

$ 500       Deposited to savings  Balance $ 9005.17

$1238.65 Checking account balance

BB & Candle Income  295  Tickets @ $12 =  $ 3540.00

BB & Candle Income   BAR $ 427.00

BB & Candle Expenses $ UNKOWN

It was discussed that the expenses were approximately $500. A more accurate accounting will be presented at the next meeting.

• 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. Our accountant is still working on 2011 and has not yet submitted.
• 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 30^th, 2012. He wishes to have the removal of his name and responsibility within all BCP documentation.

1. Operations – Update –Dina

• Jerry G. has issues with so many exceptions with the theatre/hex room contracts. B4B and Thrive were two examples. Makes making contracts difficult. What rules to follow? Follow the guidelines. Otherwise, it is a board exception.
  • Dave will print up new cards for both Jerry G. and Aris to distribute. He will also make new cards for Dina Ramaha, Operations.
  • Requests a sign be put on the outside of our venue for facility rental. In spanish also. Jerry G. will provide the info to be placed on the sign. Robyn will then put a handsome graphic together. We will then have either a metal sign or a weatherproof banner made. Dina will mock up something and give it to Jerry G. before presenting to Robyn.
  • Tuesday Market Vendor Security: 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. UPDATE: Cesar is out of the country. Will make it happen soon as we get in touch. UPDATE: as of February 7, BCP is missing three tables and there were a couple of thefts this week.
  • Dina suggests: Tables and chairs in the grassy area to eliminate congestion at Tuesday Market. There’s still a waiting list, so how to keep the vendors off of the customer tables may prove tricky.
  • Add  another Tuesday Market on Saturday?  Rhody requests this be decided by the Operations director. This should not take up committee time making these decisions.  Need more money or staffing, request from Board. But day to day each should be allowed to do one’s job.
  • Parking Stripes in back parking lot: if there’s perpendicular lines more people can fit. Jack will see what he can do.
  • Changed & New Bookings: THRIVE, b-day party, Jazz festival, another b-day party. Meeting with Dr. Chen for potential 2-day conference. Rock opera theatre rental for photo shooting.
  • Jazz Festival Thursday March 1.
  • Jerry brings up how to pay the taxes on our income that we split with Anayansi.

1. Marketing –

• Erin can continue to work with Fran for productions.
• Membership Status :    280  The numbers remain stable. $350 in membership for the month of January.
• Still need someone to take over membership. Erin will be leaving her position in March.
• Bell, Book & Candle: did very well and was well received.
• Update blog with council members. Robyn will have 4 messages to put out in two e-mails. Theatre productions and council changes. ‘Teasers’ with ‘Click Here’.
• Jerry G. will speak with Robyn re: updating the blog.

1. Creative Director – Dana

• Theatre season: Dr. Rhody’s Medicine Show production slated for April 19-22. July 20-22 unknown show. November 16-18 Bad Dates. One woman show. Auditions for Dr. Rhody’s is next Thursday February 16^th from 3-6. At the next meeting Rhody will have further information to present in Dana’s absence.
• Mardi Gras parade: kicks off Jazz ‘n’ Blues Festival. Requesting BCP as sponsor.  Need $150 and will plaster BCP on every surface possible. Up our recognition. Needs parking lot for staging parade at noon for 1pm start. It was agreed BCP will sponsor. Dana’s looking for recruits to bring in groups to participate.

1. Maintenance – Jack Bute

• 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.

New/Other:

Meeting adjourned: 2:47pm

While we do not as yet have complete details on each and every show, we’re putting out the listing of show dates. Be sure to mark these dates on your calendar, so you do NOT schedule the following: intermittent trips to the border for passport stamping;  a visit back home to Mom in order to stay in the will; a “Mom visit” when you’re really running to Vegas; a trip to your bank to visit what money you have left — you get the drift.

Here is what the schedule shows as of this writing in early February:

April 19-22: The Dr. Rhody Medicine Show:
Calls for auditions have already been announced! The Dr. Rhody Medicine Show will be a variety show that includes singing, dancing, and acting within the show.

July 20, 21, 22: TBA

November 16, 17 and 18: Bad Dates — A One-Woman Show