10/19/20 Meeting Minutes

Glenbard North Theatre Boosters Meeting – October 19, 2020

Present: Nathan King, Mary Ellen Graf

President Report – Mary Ellen

  • Approved September 3, 2020 minutes.
  • Open positions – Vice President, Secretary, Webmaster – will continue to look for parents to fill these positions. For now, Mary Ellen will act as Secretary and Webmaster.
  • Tax exempt certificate renewal – Mary Ellen is compiling documents and will apply for renewal on October 20th
  • Booster’s “commercial” – credits with list of Premier Members, include QRC to membership page on website so people can join online on night of performance – is Paypal set up to accept their payments?

Faculty Report – Mr. King

  • Will try to maintain original screening dates
  • Winter play will be remote – 10 Ways to Survive a Pandemic
  • No live performances until we reach IDPH Phase 5
  • Need to know by February where we are at in order to determine status of spring musical – if we’re not there, may do a virtual musically-centered, cabaret type performance

Treasurer Report – Violeta  

  • So far we have 6 members total – $510 deposited
  • Check will be mailed next week to Ruby Lowe for the first and second installment of the musical/ theatre support provided.
  • Will arrange with Mary Ellen and Christine to collect the additional memberships

Committee Reports

  • Membership – Christine
    • Updated spreadsheet with the few memberships we have received.
    • Emails were sent out to all theater parents with the membership form attached, hopefully they will start coming into the school.
  • Fundraising – Tina
    • If we have a fundraiser coming up after the film performance, we can include an ad that will alternate with membership/credits in the movie.
  • Brunch/Concessions – Ronnie
  • Scholarship
    • Want to encourage senior parents memberships so their children can apply for scholarship.
  • Webmaster
    • Need to update website. Mary Ellen will work on this after getting tax exempt certificate applied for.

Next meeting: December 7th.

9/3/20 Meeting Minutes

Glenbard North Theatre Boosters Meeting – September 3, 2020

Present: Tina DiVarco, Nathan King, Christine Housour, Violeta Paunov, Ronnie Bakir, Elizabeth & Carlos Sanchez, Mary Ellen Graf

President Report – Mary Ellen

  • Motion to approve May 19, 2020 minutes by Christine, seconded by Tina, approved as presented.
  • Open positions – Vice President, Secretary, Webmaster – will continue to look for parents to fill these positions. Violeta will talk to Brian about accessing the website. 
  • Mary Ellen talked about the group staying active and positive in spite of the pandemic.

Faculty Report – Mr. King

There are considerably fewer students in the theatre program this year. Usually there are 95-100; this year there are about 60. Approximately 20 students auditioned for the movie – all received parts. There will be no live performances until we enter Phase 5. Students will be working on producing a movie. Most of the work will be in the editing, so recording will be done as quickly as possible. There will be four streamed performances.

Treasurer Report – Violeta  

Proposed budget:

Glenbard North Theatre Boosters 

2020-2021 Budget

Income:

Membership $1200.00

Fundraising

( Family dinner nights, misc.) $1,300.00

Concessions     $500.00

50-50 Raffle $    500.00

Flash drives $    200.00

Cash box $      50.00

Estimated Total: $3,750.00

Expenses:

Scholarship $1,000.00

Scholarship engraving $     25.00

Concessions $   200.00

50-50 Raffle $     50.00

Secretary of State $     25.00

Cash Box $     50.00

Play/Musical Support           $2,357.08

Estimated Total: $3,707.08

Will make some adjustments to the budget, likely to Concessions and 50-50 Raffle. Scholarship and Play/Musical Support will remain the same. The possibility of a 50-50 raffle linked to Venmo or something similar, or just a vehicle for people to make donations, was discussed. We can only live stream the movie, not Vimeo it. We cannot sell DVDs of the movie.

Violeta will ask Brian if there have been any donations made via the website. 

The cost is $96.00 to renew the website, which is the same as last year.

Committee Reports

  • Membership – Christine
  • Some ideas to promote premier membership: Free tickets to one performance, names in movie credits. A playbill will be created, so names can be printed in there, too.
  • An email will be sent to all parents in the Fall 2020 database.
  • Parents of seniors need to be members by January 1st in order for child to apply for scholarship.
  • Memberships can be returned to school, to Christine’s house, to Violeta’s house.
  • Fundraising – Tina
    • We will continue with dinners – Pizzeria di Maria, other suggestions were Culvers and Dairy Queen.
    • Apparel.com – glenbard-north-theatre-apparel 
  • Brunch/Concessions – Ronnie – At this point, we are not looking at any brunches. If we do a live screening, we may be able to do concessions.
  • Scholarship
    •  Money has been budgeted for two $500 scholarships for 2021 graduating seniors.
  • Webmaster
    • Need to update website. Violeta will check in with Brian.

Our next meeting is October 19th.

4/6/2020 Meeting Minutes

Meeting called to Order:  4/6/2020 6:42 PM by Nicole.   Meeting hosted on Google Meet due to COVID-19 stay-at-home order.  Lori volunteered to capture notes in Barbara’s absence.

Prior Meeting Minutes Approved:  Not yet distributed or posted to website.

Attendance:   Nathan King, Nicole Andrews, Christine Housour, Violeta Paunov, Tina DiVarco, Mary Ellen Graf, Ronnie Bakir, Lori Kent

President’s Report:  

  • Nicole completed State paperwork and we are now back in good standing. 
  • She asked opinion on doing paperwork to get the hard copy for official document stating 5013c status for us to have hard copy.  She has ‘unofficial’ information from the State website showing we are 501c3 in good standing.   All agreed we should pay the $7-8 fee to obtain the official document to keep with our records.

Faculty Report: 

  • Matilda cancelled due to COVID-19 school closings.  Staff considered ‘concert only’ replacement, but directive from D87 was all events in April were to be cancelled and not rescheduled.
  • Matilda and One Night Only ticket purchases that were made with credit cards were refunded.  Email sent to those purchased via check to determine if refund or donation to Fine Arts department was desired.  Cash purchase refunds must wait until school is open again. Donations made on ticket site was minimal – approximately $70. 
  • Mr. King reported most of expenses thus far for his department spent on musical will be recouped.  Most purchases for the performance were not yet made, so timing of decision was favorable for financials. 
  • One Night Only – original date Fri 3/13 was cancelled on Thu 3/12, due to state-wide COVID-19 restrictions on public gatherings more than 250 peope.  Current situation:  we still hope to have a scaled down version of performance in some format, however dinner portion will be eliminated.  With COVID-19’s ongoing impact to all of us, it is not a good idea to serve food at this time during heightened caution of spreading the coronovirus.  ONO tickets will be resold at a lower ‘show only’ price if school functions resume.
  • 2020-2021 performances will be selected per normal.  Matilda the Musical will not be pushed to the next year, as it is important to consider feelings of those that planned to be a part of the canceled Spring 2020 Matilda and would not be able to be included if it were rescheduled to another year.
  • THS Banquet – we are still planning to have banquet.  Caterer is able to provide food. 
  • Scholarships – Plan A – possibly do at the Theatre Banquet, if it occurs.   Plan B – do google meeting inviting theatre students and parents, if THS Banquet is cancelled due to extended school closing/e-learning beyond current end date of Apr 30th.
  • Scholarship Name plates for the Plaque were ordered by Mr. King, and he has donated the fee for them.

Treasurer’s Report:   

Deposits

  • $20 total from Child actor parents from Matlida – 2 new memberships
  • $10 USB purchase
  • $525 for One Night Only Dinner Donations collected.  These will be offered

Expenses

  • $44 Secretary of State fee reimbursement to Nicole
  • Funds are ready for scholarships – $500 each

Fundraising: 

  • Pizzeria di Maria take-out only fundraiser – Tina moved original date Mar 27th to Apr 9th, this Thursday.  She expressed concern of participants taking unnecessary risk to support fundraiser during critical period of COVID-19 stay-at-home restrictions.  Mr.  King pointed out Booster budget will have surplus due to no Matilda expenditures.    Everyone agreed to push it to either second week of May or after or cancel it completely.  Nicole suggested Tina choose one of those two options.

Brunch/Concessions:   

  • Matilda Brunch cancelled.
  • No additional concession candy was purchased.

Scholarship:  

  • Scholarship winners have been determined.
  • Scholarships Plan A – possibly do at the Theatre Banquet, if it occurs.   Plan B – do google meeting inviting theatre students and parents, if THS Banquet is unable to be held to due extended COVID-19 restrictions on school closing/functions.

Membership:  

  • Two regular members added to the Google drive Membership spreadsheet

Web Page:  

  • No update

Old News:

  • None

New Business:  

  • One Night Only – Lori will send out correspondence to ‘Dinner Donation’ contributors asking if refund or GBN Theatre Booster donation is desired.  She will provide Violeta list of those who request refund checks sent to them.  It was decided it is best to do refunds in check form rather than cash, to provide proper audit trail.
  • New Proposed Board for 2020-2021 below was confirmed and will be posted on website and voted on in May

President – Mary Ellen Graf

VP – open

Treasurer – Violeta Paunov

Secretary – open

Fundraising – Tina DiVarco

Membership – Christine Housour

Brunch/Concessions – Veronica (Ronnie) Bakir

Website – open

Next Booster Meeting:   

Mon., May 18th @ 6:30pm. 

Called to Adjourn:                   7:17pm