Board Meeting Minutes
Williamsburg Players
April 13, 2015
1) Meeting was called to order by Hugh Siggins at 6:29 PM.
a) Present: Amy Payne, Neil Hollands, Miguel Girona, Hugh Siggins, Steve Olson, Guy Bordelon, Michael
Westenberger, Kathleen Walden, Becky Krantz, Rani Wachter and Connie Granger.
b) Absent: Tony Spunzo.
2) Approval of Minutes: Motion was made by Steve Olson, seconded by Guy Bordelon, approved by all present.
3) Christina Westenberger spoke with the Board on the following points:
a) The Williamsburg Players should have a staff person for the following “department”:
i) Props
ii) Costumes
iii) Set Construction/Paint
b) She was disappointed that Hugh Siggins has not to date officially welcomed the cast of Guys & Dolls; He never did
for Into The Woods, either.
c) The dressing rooms were/are in the same sorry state they were in for Into The Woods and she has had to put
costume items in bins and put outside in prop shed to make room for the cast. She did not think casting this show
was going to be so difficult. Exposed nails, tiles, etc. are safety hazards.
d) Ten round-top tables have been bought for the show, which would be ideal for the Players to use in the lobby
after the run of said show. Additionally, Christina proposed the purchase of 14 “restaurant-style” chairs for use
in several points during the show, at the cost of $32.95 (plus S&H) per chair. She suggested the organization
purchase half, and the production purchase half, and all could be used in the lobby along with aforementioned
tables in the lobby after run of show. The chairs used in the production of Company five years ago are no longer
sturdy enough to use.
e) Decisions Made:
i) Neil Hollands proposed we purchased 20 chairs, where the production of Guys & Dolls would pay for 7 of the
chairs and 35% of the S&H, and Williamsburg Players would cover the remaining balance. A motion to do just
this was made by Guy Bordelon seconded by Becky Krantz, and approved by all but Neil and Michael, who
abstained/recused themselves as they are invested in the production.
ii) Creation of Staff Positions for the suggested departments were discussed. These people would need to be in
attendance for an orientation at the beginning of the production as well as present at strike. Becky Krantz, as
VP of Production is to make contact with persons in regards to these positions.
(1) Props – Nina suggested as possibility.
(2) Set Constructions/Paint – Steve Olson
(3) Costumes – Teresa Texiera and/or Emma Cross suggested as possibilities.
(4) Another position offered by Neil. Lights – Scott Hayes suggested as possibility.
4) Treasurer’s Report: report sent out prior to meeting with the following points discussed:
a) Available Operating Account Balance does not include any costs of the conversion to gas in the dressing room
area. Most of the expenses for 39 Steps are in.
b) Estimate to repair underground pipes with interfering tree roots was considered high from Roto Rooter. Steve is
tasked to get additional quotes.
c) The idea of adding PayPal as an additional way for our patrons to purchase tickets online was suggested by Peter
Natale. There is a one-time initial set-up cost of $25 and each ticket sold would incur a $.74 fee to go to PayPal.
Questions arose about security of the Williamsburg Players’ and our patrons’ personal information and whether
PayPal would integrate with the ArtsPeople ticket sale system or would the two be separate. Before any vote,
Neil will gather more information.
d) Neil will try to have a proposed three-year budget for the May Meeting. We have some surplus, so if you want to
make a proposition about how to spend some of that, now would be a good time. Please focus on expenditures
that might help us make profits in the future.
e) Rani asked about the Director Honorarium, and what is the standard procedure. Neil stated that he would prefer
the director ask vs. assume it was being sent. He also has plans to propose a change to said honorarium for the
next season.
f) In an effort to provide guidelines ASAP, Michael had made a motion via email to keep the Oliver! Budget the same
amount as the other musicals for the 2014-15 season. Amy Payne seconded that motion via email but not many
votes were emailed regarding this. Motion was approved by all in meeting.
5) Committee Reports
a) Volunteers: Report was sent out prior to meeting. Items discussed were:
i) Sam’s Club Card. Hugh, Carol Moff and Rani currently have the membership cards. Neil needs to verify who
is on the back account in order to decide who should have debit card for purchases. Rani would really like to
find someone/couple would is willing to take over this task.
ii) Procedure for online voting.
After much discussion, it was agreed the person initiating the
motion/discussion/need for vote should be the one pursuing the votes to be made. However, it was also
suggested that the subject of the sent email should include the world “Vote” so as to imply its immediate
attention. A majority of votes would be seven or more. However, if action must be made immediately, a
special vote by the Executive Committee (President, Vice President, Treasurer and Secretary) is acceptable.
iii) Rani would like to renege on her earlier suggestion that the Family and Friends night be combined with our
Premier Night and have them remain separate. Rani reported the invited volunteers who attended Premier
Night for 39 Steps truly appreciated the gesture and felt recognized. Rani made a motion to separate the two
events, Connie seconded the motion and all present approved. It was also stressed that Rani did not have to
rely on the donation of unused invitations from board members to use those to invite volunteers; feel free to
invite as many as she desired and simply make sure they are on the list of attendees.
b) Vice President/Grants: report was submitted prior to meeting. A discussion began regarding the letter submitted
from cast member of Run for Your Wife. It was a consensus of the board that a policy for harassment of any kind
be drawn up and put in place after discussing with our lawyer. This new policy would be included in the Director’s
Meeting typically held by the VP, Production prior to the beginning of the season. The Directors for the season
would then be asked to sign a copy acknowledging receipt of policy, keeping a copy for themselves as a reference.
c) Business: report was received prior to meeting.
d) President: Connie and Gil Granger are friends with a 92 year-old woman currently progressing from assisted living
to total care facility at Windsor Meade. She has quite a bit of money and no known heirs or family members. She
has an Executor/Power of Attorney who is also of age. They were both season ticket holders when the older
woman was able to attend. It was suggested we invite the Executor/POA to our Premier Nights and introduce
ourselves individually to her in hopes of her support for a donation in the future.
e) Facilities: report submitted prior to meeting.
f) Advertising/Publicity: report submitted prior to meeting.
i) Production:
ii) No progress has been made in the following tasks discussed at March meeting
(1) Remote Control for projector
(2) Google Calendar
(3) Reparations on existing sound system
(4) Movie Projector/screen possibilities
iii) Becky did go through the paint cabinet and tossed quite a bit. She asks that all paint purchased in the future
be labeled and dated.
iv) Spoke with Directors from the 2014-2015 season for suggestions for improvement for easy assimilation for
2015-2016 season directors.
v) Need for ALL board members to outline all they do for Williamsburg Players. Should include all “position”
duties as well as other duties performed outside of their position (i.e. Second Sundays, cleaning of dressing
rooms, purchasing of concession items).
g) Season Development: nothing to report.
6) New Business
a) Michael reported that one of the smoking pots caught fire. Guy is to check about purchasing new ones of cast
iron vs. plastic. Kathleen stated they should have a bucket of sand in the bottom to collect buts. Question arose
as to who was to empty them and many were opposed due to being non-smokers. Steve guessed it would fall
under his responsibilities.
b) Michael stated with the snow and ice and digging for the gas conversion, there are various spots in the parking lot
that need filling/repair. Quotes are to be obtained for reparations.
c) Michael will be contacting York County to see what the specs are for signage for the Williamsburg Players on
Hubbard Lane. Would like to see an electronic, easily changeable sign so we could advertise more than just the
one show currently running (i.e. Children’s Theater, auditions, special events).
d) The season poster typically posted on the wall behind Box Office is being revamped. It was suggested that more
than one be purchased, some smaller for advertising at local businesses, to be used at Second Sundays,
throughout lobby, etc.
e) Kathleen pointed out that any time we advertise a show, the copyright agreement includes that we also need to
post the author, lyricist, composer, etc. along with the company who holds the copyright to said production to
avoid copyright infringement charges. She will send an email to Bob to insure the website is correctly displaying
all information throughout.
f) WISC summer theater program sponsored by Williamsburg Players will run July 28 through August 8, 2015. Peter
Natale is aware of this and sees no problem of it interfering with our production of Oliver!, which he is directing
and runs July 24 through August 2, 2015.
7) There being nothing further to discuss, a motion to adjourn was made by Steve Olson, seconded by Michael
Westenberger, and approved by all.
Our next meeting will be Monday, May 4, 2015.
Item
1
Due
Date
4/13/15
2
4/13/15
3
4
4/13/15
4/13/15
5
4/13/15
6
4/13/15
7
4/13/15
Action
Determine if Sams Club will
accept Chesapeake Bank
Debit/Credit Card.
Order a remote for the
projector in the overhead.
Ice machine not working.
Contact Rick and set up a
meeting to sample a “movie”
projector and also get Rick to
talk with John Trindle
regarding the “possibly”
blown speaker.
Refine Google calendar and
send link to Board and
contact Bob Noonan to add to
the Website.
4 tickets approved for the
Magruder Elementary
fundraiser. Send letter from
WP to MES.
Obtain / purchase sand bags
for theatre/set use.
Who
Assigned
Michael
Westenberger
3/2/15
Status;
O, C
C
Comments
Becky Krantz
3/2/15
O
3/2/15 - item added.
Steve Olson
Becky Krantz
3/2/15
3/2/15
C
O
3/2/15 - item added.
Becky Krantz
3/2/15
O
3/2/15 - item added.
Michael
Westenberger
3/2/15
C
Michael
Westenberger
3/2/15
O
4/13 - Neil needs to
find out who is on
account so they can
use debit card.
3/2/15 - item added.
8
4/13/15
9
4/13/15
10
5/4/15
11
5/4/15
12
ASAP
13
ASAP
14
5/4/15
Contact all "rights"
companies and remove Peter
Natale from the contact list
for obtaining rights on behalf
of the Williamsburg Players.
Additionally provide up to
date POC list to the "rights"
companies by removing
anyone not currently on the
board designated to obtain
rights for the WP.
Contact Miguel and
determine his commitment to
the Williamsburg Players.
Find Staff Members to fill four
positions for the inventory
and care of following: props,
costumes, set
construction/paint and
lighting.
Draft harrasment policy.
Respond to letter from cast
member of Run For Your Wife
Touch base with Betsy Jo
Spencer, Scholarship
Chairperson, to possibly
extend due date of
submissions, which has just
passed. Only two
submissions to date.
An outline of board position
duties as well as any other
duties performed for
Williamsburg Players that are
outside the realm of said
position.
Amy Payne
3/2/15
O
3/2/15 - item added.
Hugh Siggins
3/2/15
O
3/2/15 - item added.
Becky Krantz
4/13/15
O
4/15 - item added.
Michael
Westenberger
Hugh Siggins
4/13/15
O
4/15 - item added.
4/13/15
O
4/15 - item added.
Michael
Westenberger
4/13/15
O
4/15 - item added.
All
4/13/15
O
4/15 - item added.