ATG Board Meeting 10/06/18
Present: Tim Crofton, Linda Lopez McAlister, Valarie Scott, Vickie Marie Singer, Zane Barker, Kim Gleason
Absent: Colleen McClure, Mike Lash, Warren Wilgus, Maria Herrera
Meeting called to order at 10:00am by Chair, Tim Crofton
Minutes of the September 09/01/18 meeting were approved by a vote of 6-0.
Treasurer's Report. Treasurer Linda Lopez McAlister shared of the latest Profit and Loss statement and the year-to-date BalanceSheets to the meeting. Total Income for the month of September was $0.00 and total expenses were $5,505.49 with a net loss of-$5,505.49 for September.
Committee Reports:
Fundraising Committee Report. The details of our upcoming Theatre Tour to Chicago with Sun Tours in 2019 are being worked out. Tim Crofton suggested that once we get more information on Sun Tours to Chicago, we should ask all ATG participating theaters to hand out flyers with their programs.
Play-Dates Committee Report. Linda Lopez McAlister reported that the first Play-Date of the fall season is tomorrow at Mother Road’s production of Our Town. We are expecting approximately 60 students. Maria Herrera is the Play-Date host and Linda will attend to handle administrative matters.
Membership Committee Report. Chair, Kim Gleason and Linda Lopez-McAlister will ask Maria Herrera to take over chairing the Membership Committee.
Unity Committee Report. Chair, Valerie Scott is setting up a meeting with her committee members (Ninette Mordaunt and SherryRabbino Lewis) to discuss further details for the annual gala event in 2019. She will report back once they have met and located a venue space, probably at the Balloon Museum.
Buzz Community Report. Chair, Vickie Marie Singer is requesting a new website person to take over immediately since we no longer have Pete Parkin on the ATG Board. Vickie also wanted to remind all ATG participating theaters to pleasesend in your publicity photos for the guild to use on the website.
Events Committee Report. Chair Warren Wilgus was not present to give the report. Kim Gleason has offered to set up an ATG table at the Indigenous Comic Con 3 at Isleta Resort Casino, November 2-4 and to help with ATG promotions and upcoming events. The October ATG/TLC event will be a tour of the National Hispanic Cultural Center
Playwrights Circle:
The requested funds for the Playwrights Circle continues as an ongoing discussion. They currently have $1,000 in their account. Tim Crofton will contact the committee Chair to discuss recent emailsand details of the requested funds by phone. It's been requested by the Board that they submit a monthly committee report, which they have not been doing.
Other business: Linda Lopez McAlister and Tim Crofton met with Jean Block Consulting Services in regard toimproving the structure of the ATG Board. The recent changes due to resignations, low attendance, roles and responsibilities, and overall Board commitment has not improved. Tim spoke about how important it is to identify the individual skills we need and interview and select the rightpeople to be on the Board. Some suggested key people that ATG needs to recruit include a medand public relation professional, an accountant, and website designer. Tim Crofton will contactMark who should have the main book of ATG and it will be given to Jean Block before we meetas a group for the consulting session. . Vickie Marie moved that ATGhave Jean Block Consulting work with the Board for strategic planning. The motion was seconded by Zane Barker and passed.
-Membership Generated Grants by Vickie Marie Singer: There is currently no representative for the Membership Generated Grants committee. Vickie suggested that Warren Wilgus manage the committee, but she will also ask Claudia Mathes if sheis interested in taking over the position. Vickie Marie Singer agreed that she will continue her work for the upcoming application.
-ATG Fall Guild Magazines have been sent to all participating theatre locations, including publiclibraries throughout Albuquerque. Vickie announced that if you’re helping with delivering the Guides, please follow through and report back to the group by email, so we are all up to date.
Next Meeting Scheduled for: Saturday, November 3rd, 10:00am-12:00pm at the Vortex Theatre.
The meeting adjourned at 11:33am.
Respectfully submitted by Kim Gleason, Secretary.
ATG Board Meeting 9/1/18
The meeting was called to order at 10:07a.m. at Musical Theatre Southwest
Present: Tim Crofton, Mike Lash, Linda Lopez McAlister, Colleen McClure, Valerie Scott and Kim Delfina Gleason.
The Minutes of 8/4/18 meeting were approved by a vote of 5-0 with one abstention.
Mike Lash needs to step down as secretary, so he moved to have Kim Gleason take over job of Secretary effective with next board meeting and she agreed. The motion was seconded by Val Scott and it was approved unanimously.
Treasurer’s report presented by Linda and was approved unanimously. She will bring printouts of the latest Profit and Loss statement and Balance Sheets to the meetings and will email more detailed statements before each meeting.
Committee Reports
Play-Date Committee. (Tim, Linda, Colleen, Maria). Fall Play-Dates are being publicized. People who wish to sign up for a Play-Date can do so on the ATG website. A letter will be sent to ATG Member theatres asking for suggestions for Spring, 2019 Play-Dates.
Fundraising Committee. (Linda, Kim, Zane, Val). We received $560 in contributions in August. The committee has discussed with Sun Tours the possibility of an ATG tour to Chicago for “Hamilton.” They will be sending a description of the tour and details to us shortly and we will be asking for approval of the Board via email vote. ATG will receive $100 for each person they recruit to join the tour.
Membership- (Kim, Jennifer Kavka). We need to send printed membership cards to organizational liaisons in addition to individual members.
Unity (Valerie, Sherry Rabino Lewis and Ninette Mordaunt). Val has agreed to chair the Unity Committee this year, but no meetings have been held so far.
New Business
Videos
Elise Adams has offered to do video interviews for ATG which we would post on Facebook, Twitter, our weekly newsletter and website. One with Cheri Costales of Elite has been done and a second one with V. J. Liberatori is scheduled. Linda presented a draft of an agreement setting out the terms of such an agreement acceptance of which was moved by Colleen and seconded by Mike. [Note: Elise later declined the offer].
New Board Member
Linda moved that we appoint Maria Herrera as a new individual new board member. Kim seconded the motion and it passed unanimously.
Playwright’s Circle funding request.
The Playwright’s Circle requested that their 2018-2019 Budget be increased by $500 to hire someone (as yet unidentified) to hold playwrighting workshops for the Circle members. Action on this was deferred by board until we received more information. Mike moved and Colleen seconded the motion that we give Tim authority to approve request after getting further information from the Playwrights Circle. Motion passed 4-1.
The Fall issue of the “Albuquerque Spotlight on Live Theatre” will be stored at Tim’s house when it arrives shortly from the printer.
Theatre Santa Fe. We gave Theatre Santa Fe (a group similar to ATG) a free ad in the Fall issue of Spotlight to publicize their September Theatre Walk program in exchange for their distributing copies of the Spotlight at the ten Santa Fe theatre venues participating in the event. Tim will contact group regarding cooperation between our organizations.
Next meeting is scheduled for Oct. 6 10:00 a.m., location to be determined.
The meeting was adjourned at 11:48 pm
Respectfully submitted, Mike Lash, Secretary
ATG Board Meeting 8/4/2018
Albuquerque Theatre Guild
ATG meeting minutes 8/4/2018 at Adobe Theater casa.
Attending: (8)
Tim Crofton, Vicki Marie Singer, Linda Lopez McAlister, Mike Lash, Valerie Scott, Zane Barker, Kim Gleason, Warren Wilgus
Meeting called to order at 9:37am
Tim described his view of the role of the President. He requested reports and minutes one week before each meeting. He will not vote except to break ties.
The Treasurer’s report was approved unanimously.
EVENTS. Warren asked for clarification regarding “pay-what-you-can” policy at events. Linda pointed out some history regarding fees and ATG events and shared guidelines that should be followed regarding the handling of money by ATG. Following discussion, it was moved and seconded that we charge nonmembers $10 for ATG/TLC events; members attend for free. The motion was passed unanimously.
PLAY-Dates. Linda will send a letter to member theatres requesting suggestions for shows for Fall Play-Dates.
MEMBERSHIP- Kim will do the membership cards. The request from the Black Cat Cabaret to become a member was not approved, by a unanimous vote. Warren suggested we reach out to potential organizational members. Three-year individual memberships are now active.
Opera Unlimited has applied for membership in the Schools categore. It was moved and seconded that this request be approved. Warren abstained and the motion was approved unanimously.
SPOTLIGHT - Vicki reported that the guide will be ready for publication. She has a new ad sales assistant. Printer copy due by Aug. 20. Half of members gave data. Vicki offered tips for cover photos. She will send final photos to board for final cover approval. Tim will keep guides stored at his house. Vicki will update member organization contact info.
ACTORS CIRCLE. Kim reported that the general audition will be three hours long on 2 days. We will use “Signup Genius” for participants. She will ask QStaff and UNM about location for monologue workshops. Vicki and Zane moved to approve General Audition dates on Saturday Dec.8 10-1pm, Sunday Dec. 9, 5-8pm. The motion was unanimously approved. Mike and Vicki moved to charge $5 for monologue workshops to be held on Nov. 10 & 17, 2018 for nonmembers, with ATG members free. The motion was unanimously approved.
Issues with Membership Website. The ATG Membership website was previously operated by Andy Mayo and the webmaster is now Jennifer Kavka. The website is extremely expensive and difficult to use. Linda will contact Joel Miller and Cheri Costelas to seek ideas about other possible programs that we might look into that would be more user friendly.
The terms of organizational board members were undefined for the last two additions of Warren (Foul Play Cafe) and Zane (Landmark Musicals). The Board allowed Zane and Warren to determine who would have the earlier organizational board membership expiration. Their determination was that Zane's term extends to 2020 and Warren's would extend to 2019.
Colleen McClure requested funds for West End Productions’ to pay repair costs at the North 4th venue. The request was deferred until Member Generate grant and TLC grant applications become available.
It is noted with appreciation that Zane moved or provided the “second” to the significant motions of the day.
Meeting Adjourned at 11:30 a.m. The next meeting will be on 9/1/18 at 10 a.m. Location to be determined.
ATG Board meeting 7/7/2018
At New Mexico Community Capital, 219 Central Ave NW Suite 200, Albuquerque, NM 87102 Located on the 2nd Floor of the Sunrise Bank Building
Attending: Colleen McClure, Zane Barker, Valerie Scott, Warren Wilgus, Tim Crofton, Pete Parkin, Kim Gleason, Mike Lash, Linda Lopez McAlister, Vicki Marie Singer
Meeting called to order at 10:29am
The minutes of the 6/7/18 Board meeting were approved.
Election of officers, by acclamation:
President - Tim Crofton
VP- Warren Wilgus
Treasurer- Linda Lopez McAlister
Secretary- Mike Lash
Board members introduced themselves, greeting new members Kim, Zane, Warren, and returning Valerie.
Budget Report by Linda. The draft 2018-19 Budget was presented to the Board on line. Re Playwright’s Festival. No funds have been requested for the 2019 festival but $1,000 is included in the 2018-19 Budget nonetheless. Re Gala: Balloon Museum catering cost will rise next year. Warren suggested using Foul Play cafe for next Gala (Sheraton Uptown). Catering would be available. Months of April or May would work but no action was taken. Re TLC events, Warren suggested “pay-what-you-can” policy that may increase receipts, but no action was taken.
The 2018-2019 Budget was approved.
Fundraising Committee Report: Linda suggested ATG needs new fundraising events. NM Arts Grant applications always ask what new fundraising efforts we have undertaken so we need to consider new ones each year. The committee will be looking into new ideas such as, e.g., sponsoring theatre tours
Review of Committee Membership:
Buzz- chair Vicki
Social Media - Linda, Colleen, Pete.
Print- Vicki, Sydney Dickenson, sales
Events/TLC/booths- Warren, Mike
Podcasts- Vicki, Colleen, Mike Miller, Mark Comstock
Membership- chair Kim, JenniferKavka
Finance/Fundraising-chair Linda, Claudia Mathes, Kim, Valerie, Zane, Reeve Love.
Member Generated Grants- Vicki, Claudia Mathes, Marty Epstein, Reeve Love
Play-Dates- chair Tim, Linda (advising consultant). Colleen, Maria Herrera plus possible Intern
Actors Circle- Mike, Kim
Directors Circle- Currently inactive.
Playwrights Circle- supervising board members Vicki, Colleen Colleen and Linda. Dennis West, Carolyn Wickwire, Ninette Mordaunt, Richard Peck, Terri Klein.
Unity Committee - Tim, Valerie (will ask Sherry to continue)
Youth Scholarship Committee -Vicki, Zane, Pete, Tim, Paul Ford, Lex Petronis.
General Contact Spreadsheet: Kim, Colleen to help.
Next meeting: Adobe Theater house 9:30am Sat. 8/4/18.
9813 4th St NW, Albuquerque, NM 87114
Meeting adjourned at 12:30 pm.
ATG Board Meeting June 2, 2018 10am
Colleen’s House: Present: Linda, Sherry, Colleen, Mark, Vicki (Absent: Mike, Pete, Tim)
Financial Report: Board members had accessed the financial report by email and it was approved.
Minutes of the May Board Meeting: The minutes were approved following final corrections.
Committee reports: board members had accessed the committee reports via email and had no further questions.
Gala Planning
·. Sherry to send list of Gala attendees to Mark for him to format in Excel and resend to Sherry.
Colleen to design and make displays for each committee. Could also include an invitation to join the board and the committees.
· Spotlights to be brought by Mark and Vicki
· Linda will need help setting up the Silent Auction
· Most other things have already been planned by the Unity committee.
· Tim and Mike have already organized the entertainment
Podcasta: It was decided that the board request Mike to travel to theaters instead of use his studio, to increase participation. The idea is to have shorter punchier podcasts at the theatres, with no calendar at the beginning so that it is focused on the current theatre’s shows.
Playwrights Circle Staged Reading Festival: Mark passed on to Linda from the festival committee the receipts and check pertaining to the festival
Next Year’s Playwrights Circle Staged Reading Festival: ATG board decided to put together guidelines for the PC festival committee by September 2018 for next year’s event. Tickets most likely to be free. Fundraising could be done in January. Flower & Bone signed up as an organizational member.
General Meeting: This will be a big priority (June 23rd) as several new committee and board members will need to be recruited.
Membership cards: Mark to get all the new ATG member ID cards out once all the payments have come in up to end of June. Statewide printing will do the job and Mark will post them out.
The meeting adjourned at 11:30am.
Minutes submitted respectfully by Mark Flaherty.
ATG Board Meeting May 6, 2018
At Colleen's home. Present: Colleen, Vicki, Mike, Pete, Tim, Linda
Meeting was called to order at 10:24 a.m.
The minutes for the previous meeting of 4/7/2018 were reviewed by the board and approved by email.
Treasurer's Report - Linda: Income for April was $1676. Expenses were $5195.62. Fiscal year to date income was $29,341.98, and expenses have been $39,542.18. While expenses have exceeded income, there are two grants that have not been received yet. NM Arts was invoiced for over $4000 and should be received during this fiscal year.
Buzz Committee Report. The Buzz committee does not have a chair at present. Vicki will be acting chair for now. Mike is willing to take over in July.
Playwrights Circle Report. Colleen and Vicki met with members of the circle. In their meeting it was agreed that the framework of the event will be clarified for next year's event, with stricter application of participation requirements. Non-members of ATG can participate by including ATG membership fees with their play submission.
Budget committee- Linda will prepare a draft budget in June when more information about funds that will be available for FY 2018-19.
The Fundraising Committee report was distributed by Linda by email before the meeting. There were no questions to discuss.
Play-Date Committee: Linda reported that the last Play Date was well attended.
Annual Gala at Balloon Fiesta Park: Linda to tell Vicki of the space needed for the silent auction. Mike and Pete will help Colleen set up at the Balloon Museum after 4pm 6/3/18. Vicki says the Balloon museum is booked, and Cooperage will provide food @ $10/person and $150 for use of their liquor license. [+18%?] There will be a table for volunteer info, with committee info [from Mike]. Self-nominees can write a note for their candidacy to be sent with others before the general meeting.
Annual General Meeting is set for 6/23/18 at 10am at North 4th if it is available. Vicki proposed that the individual and organization annual meetings be held concurrently. The Board members agreed. Organizational elections could be done by email. Individual nominations could be done by email beforehand and during the meeting. Candidate bios could be submitted online. Mike will check on email vs mail notices. [Mike: email is permitted. Mail is not required.] Final arrangements to be made with N4th site.
Tim offered to prepare a letter to general membership regarding board openings and an invitation to participate. Jennifer Kafka can send the email to members via ATGmembership@gmail.com.
Tim asked why the Annual Meeting and Gala could not be held at the same time. After much discussion, board members agreed that would be a good idea. However, Colleen pointed out that it would require many special arrangements to be put into effect for this year's meetings in June, and the board agreed that the idea should be considered for the next year- 2019.
Next meeting at Colleen's home on Sat June 2, 10am.
The meeting was adjourned at 11:42am
Minutes of the April 7, 2018 ATG Board Meeting
Albuquerque Theater Guild
Board meeting 5//2018 Home of Colleen in Corrales. Present: Colleen, Vicki, Mike, Pete, Tim, Linda
Called to order at 10:24 a.m.
The minutes for the previous meeting of 4/7/2018 were to be reviewed by the board and approved by email or at the next meeting.
Linda made a financial report. Income for April was $1676. Expenses were $5195.62. Fiscal year to date income was $29,341.98, and expenses have been $39,542.18. While expenses have exceeded income, there are two grants that have not been received yet. NM Arts was invoiced for over $4000 and should be received during this fiscal year.
The Buzz committee does not have a chair at present. Vicki will be acting chair for now. Mike is willing to take over in July.
Mike provided some copies of the committee descriptions made by Rick, and can forward pages to interested board members once he can scan them.
Playwrights Circle- Colleen and Vicki met with members of the circle. In their meeting it was agreed that the framework of the event will be clarified for next year's event, with stricter application of participation requirements. Non-members of ATG can participate by including ATG membership fees with their play submission.
Budget committee- Linda is the only person working on this committee. Additional participation is needed. She will make a draft budget in June with more information available then about funds that will be available for FY 2018-19.
The Fundraising report was distributed by Linda by email before the meeting.
Linda reported that the last Play Date was well attended. She is working with Warren to find more events to set up for members.
Annual meeting party at Balloon Park: Linda to tell Vicki of any silent auction participants. Mike and Pete will help Colleen set up at the Balloon Museum after 4pm 6/3/18. Vicki says the Balloon museum is booked, and Cooperage will provide food @ $10/person and $150 for use of their liquor license. [+18%?] There will be a table for volunteer info, with committee info [from Mike]. Self-nominees can write a note for their candidacy to be sent with others before the general meeting.
Annual business meeting- set for 6/23/18 at 10am in North Fourth theatre lobby as it was last year. Vicki proposed that the individual and organization annual meetings be held concurrently. The Board members agreed. Organizational elections could be done by email. Individual nominations could be done by email beforehand and during the meeting. Candidate bio's could be submitted online. Mike will check on email vs mail notices. [Mike: email is permitted. Mail is not required.] Final arrangements to be made with N4th site.
Tim offered to prepare a letter to general membership regarding board openings and an invitation to participate. Jennifer Kafka can send the email to members via ATGmembership@gmail.com.
Tim asked why the Annual Meeting and Gala could not be held at the same time. After much discussion, board members agreed that would be a good idea. However, Colleen pointed out that it would require many special arrangements to be put into effect for this year's meetings in June, and the board agreed that the idea should be considered for the next year- 2019.
Next meeting at Colleen's Sat June 2, 10am.
Concluded: 11:42am.
March Minutes
Minutes of the March meeting were approved.
ATG Podcast
It was mentioned that Mike/Barry were not getting as much subject matter as desired to produce the podcasts. Part of this is following up with theatres. Mike and Tim agreed to work together to telephone theatres to communicate that the podcast is an opportunity for them to promote their shows and also contact Mike Miller to say the board wishes to continue with the Podcast. The ATG Board does not wish to offer to pay $100 a week for the office, and is hoping that he can find an alternative to record the podcasts. Tim and Mike will contact Barry to make sure he’s aware that they are a resource to help him.
Mike also suggested the podcast should go on Facebook and Colleen also thought the board should consider video interviews with people involved in productions that could go on Facebook when TV slot opportunities are lost elsewhere.
Membership
Jennifer does excellent work for the board on membership, and as a reward for this the board agreed to give her a stipend of $300, especially as the next few months get busy due to membership renewal work. Linda will send the email to advise her and Claudia will arrange for the check to be sent out. Linda mentioned that there are disparities with the membership contacts. Mark agreed to go in and take a look and report back.
Proration of membership dues should be explored to weigh up whether it is more effective to simply charge per year (though this pay add administrative time to whoever handles this) or if we just need to put in place a proviso that members that do pay a proration agree to then go ahead and pay the next year’s annual fee too.
It was agreed that in the case of Play Conservatory that they should be allowed to pay $88 proration taking them up to June and then pay the next years membership dues to qualify for scholarship applications.
Playwrights Circle
Vicki to put together a flyer for the Playwright Circle Committee and pass the advert to the board for review. Colleen will contact Dennis West at the Playwright’s Circle Committee to confirm that the board is happy for the Festival to charge money as a donation toward next year’s event.
Treasurer’s Report
The balance sheet from March 31stwas $35,764.06 for overall equity and liabilities. ATG spent more than it took in by about $6,000 but we are in good shape.
Board members
Staci Robbins resigned from the board in March.
Communicating on behalf of the board
It was agreed that if any board member needs to communicate something to anyone outside the board which appears to express the opinion of the board, this should be brought before the board to allow the board to debate and confirm agreement to it.
Committee members
Tim to create an announcement advising of the above two openings to make clear desirable non-theatre skills of potential new members (e.g. fundraising, event planning, financial experience) as well as theatrical experience. Also will send a copy to Linda so that she can get this broadcast as a radio PSA. Mike to distribute the current list of who is working on what in terms of committees. Vern Poitras is ending his work on the Buzz Committee and Mike stepped up to take over some of Vern’s work. The board sent a card to thank Vern for his work.
Fundraising projects
Linda would like more help with fundraising.
Annual Party (Unity Committee)
The Annual Party committee (Tim, Mark, Vicki, and Sherry). Will meet April 11th6pm (Flying Star, Central) to discuss next steps.
ATG General Meeting, June - Decision on this pushed to next meeting.
April meeting: Sunday, May 6th, 10am, at Colleen’s house. 203 Mariquita Road, Corrales, 87048.
Adjournment. The meeting was adjourned 12:15 pm
Respectfully submitted, Mark Flaherty (secretary)