Sun Prairie Civic Theatre
October 17th, 2016 – 6:00 PM
Sun Prairie United Methodist Church – Library room
Mission: Sun Prairie Civic Theatre is a community of volunteers sharing their time and talent to
educate people of all ages in the experience of live theater on stage, backstage, and in the audience.
Present: Sue Phillips, Frank Peot, Steve Berg, Kathy Baumann, Clark Rogers, Brian Goff, Brooke
Vechinski, Jeanne Wellman, Russell Wolff,
Excused: Livvia Goff (Secret Garden), Betsy Wolfe, Ann Schwartzwald
Absent:
Guests: Sara Beth Hahner, Sandy Kintner
I.
Call to Order: Brian called to order at 6:03pm. Ann Schwartzwald, Jeanne Wellman, and
Russell Wolff will be late.
II.
Approval of September 19th minutes: With the following changes: We also discussed, but
took no action on the process for selecting the blockbuster musical which the board selects
and presents to the membership at our November general membership meeting, there is an
extra “is” somewhere, and Baumann should have 2 “n”s. Sue moved to approve the minutes
with the above corrections, Frank seconds, all in favor, motion passed.
III.
Financial Report – (Sue / Kathy):
o Adjusted Financial Year End: ability to contribute to trustee fund. Sue reviewed the
statement that she sent out and stated that we probably do not have the funds to
contribute to the trustees this year. We can address this as the year goes on if we find
ourselves with additional funds.
o Sue said that the quarter three sales tax has been paid. It was approximately $500,
which is consistent with other quarters. We will have to pay quarter 4 taxes, but next
year we are back to not having to pay sales tax.
o Income and Expense report – Kathy is going to try to distribute a year to date
statement for each meeting so we can review. Kathy will be sending Livvia the backup
of the file so that she can review on a regular basis. This will allow to make more
changes as we go and have more eyes double checking things so we don’t end up with
a bunch of things to change at the end of the year. Frank moves to approve the
financial statements, Steve seconded, all in favor, motion passed.
Sandy asked that we jump to show updates, all agree. Covered Secret Garden and Radio Readers at
this point then returned to the agenda as written.
IV.
Committee Reports:
o
Building and Grounds: Frank- Had a sewage backup (probably due to feminine
products- need to add signs in the bathrooms saying nothing in the toilet but toilet
paper- Frank will make signs). Sewer has been unplugged, have already put in a clean
out and frost sleeve in the sewer so that we don’t have to do it later. If we had to do it
later after the parking lot gets paved, the parking lot would have to be torn up. The
rest of the sewer looks pretty good, no signs of breaking or cracking, should hopefully
be good for another 50 years. There will be a bill coming for this. Sara Beth said that
we can let her know when the bill comes in and she will look at the bill and possibly
see if this could be covered by insurance. Some platforms need to be moved back to
platform land from in front of the hats.
Parking lot is working along. It is being voted on tomorrow and is expected to pass.
Hopefully it should be completed without any issues.
o
House: Livvia and Ann- No report. There is a committee of four that are working on it
for Secret Garden.
o
Social: Jeanne- No report.
o
Membership: Betsy- No report due to absence.
o
Patronage: Brooke- Getting patronage donations in, everything is going well. Brooke
thanks those of you that have given a donation and encourages those of you that
haven’t to consider a donation.
o
Publicity/Programs: (Season) Brooke- No report.
o
Social Media: (Facebook, webpage) Frank- Facebook is getting updated every other
day or so, webpage is getting updated approximately once a week.
o
Tickets: Frank- Ticket issues are all worked in terms of season tickets, things are
moving along, system is working.
o Production Related: Ann (as season producer)
o
Costumes: Jeanne- No report.
o
Lighting: Frank- Still working with Amy about the things that have never
worked/haven’t worked for a while that need to be fixed.
o
Make-up: Sue- No report.
o
Orchestra: Steve- Sandy covered things for Secret Garden. Steve will get in touch
with the director for any show that we need an orchestra for. This committee will be a
challenge because of how infrequently we use an orchestra.
o
Properties: Clark- No report.
o
Sound: Russ- Chris got two mics repaired and one replaced, and one mic repaired. We
now have 11 functioning mics and packs. Chris is looking into getting a few backup
mics to have on hand. Russ says that eventually we will have to look at replacing the
600 Mhz packs (or change to a lower frequency) due to cell phone carriers possibly
using lower frequencies.
o
Stage: Kathy- Have all of the stage crew they need for Secret Garden.
o
Set/Shop: Brian- Russ is finishing up a door and Brian has to build trellises. Got rid of
the Cinderella stuff- the fireplace and carriage, horses will be getting picked up later.
o
Scenic Arts: Ann- No report.
o Updates on Individual Season Shows
●
Secret Garden (Liv/Betsy): Sandy updated due to Livvia and Betsy’s
absence. Tech meeting last night, things are going well, we are all staffed for the
show. The biggest issue was finding people to play in the pit and the conductor just
disappeared. Sandy says that this is something that should be worked on in order to
make it easier to find pit people in the future. Currently have some discussion going
about CHUMS wanting to use the theatre between our show weekends, trying to
work something out with the school in order to have something worked out that
works for everyone. Livvia suggested offering the barn for them to rehearse that we
as a possible solution. Frank moves that we offer the barn to the school district as a
rehearsal space during the conflict days, Clark seconded, all in favor, motion passed.
Brian and Livvia will work on an email to make the offer.
●
Readers Theater – December Edition (Sandy): Audition notices have gone
out, a poster has been made, things are rolling along.
●
One Act play festival (Frank/Sue): Audition dates are set, on the website and
on Madstage. Cathy Berk is talking about costumes. Sue is going to have to sign all
of the paperwork for the festival entry because Frank has been appointed as the
Festival Commissioner. Sara Beth said that Stevens Point is doing first come-first
served so we should get the paperwork in as soon as possible because they are
possibly considering only taking 8 entries, might not be taking 10 entries. Frank has
sent out 15 letters to community theatres, he has gotten 3 “nos” and Columbus asked
for more information.
●
The Wizard of Oz (Frank): Have had one person express interest in being
music director but had some stipulations, so Frank isn’t sure. Frank is considering
having canned music, but only if someone really knows the program and knows
music, or have the vocal director do it.
●
Penguin Project – Guys and Dolls Jr. (Sara Beth): Sara Beth has the
application in for the rights, hasn’t gotten approval yet, possibly would like Frank to
follow up with that (Frank will contact). Once we get the rights, Sara Beth will be
ordering the show kit. Ben Barlow is a web designer that is donating time in order to
create a website for the Penguin Project. Will have a link to access the Penguin
website that can be put on the Civic Theatre website. Planning on cutting some
printing costs by putting the forms on the website so the participants can print the
form off of the site. A Night to Remember was last night and they gave us the
opportunity to put flyers in the goodie bags. The directors are meeting next Sunday
(October 23) to prepare for the November 6 meeting. Sara Beth is putting together a
report for the foundation. Sara Beth and Russ are in a show called Beta-Blockers, go
see it, opens December 1.
Old Business
1. Update on parking lot – (Frank / Brian) Covered earlier.
2. Patronage Levels (Brooke) – Added the “Friend” level.
3. Trustee Fund endowment: Covered under financials.
4. Readers theater – December edition (Sandy) Covered earlier.
5. Any Director submitted shows for NEXT season? Not yet.
6. Discussion on how the 2017-18 show dates might line up and options for re-arranging. Liv
brought up the fact that Amy mentioned summer dates work much better for PAC, should
we change our season to have a big show in the summer? Can we work with the PAC to
maybe get a discount for using it during off season? Table this discussion until the current
issues are worked through.
New Business
1. Sewer back up and resulting additional expenses… (Frank / Brian) Covered this under
building and grounds.
2. Board Selection of Show (Big Ticket seller!) – Ideas and selection!
Need to come up with a selection and a reason why the board is endorsing that choice. Sue
asked if we had the process and the list from last year. Russ suggested looking at popular
musicals and what we have done or haven’t done recently. Frank has some suggestions:
Honk! (ugly duckling story), Mamma Mia! (Kathy said that Fireside is doing this next year,
Frank will ask about whether the rights are released when he calls about Penguin Project),
and Chorus Line. Frank said My Fair Lady had not been done in the area recently. We will
generate a list of possibilities and can do a poll online rather than having a special meeting.
3.
4.
5.
5.
Suggestions: My Fair Lady, Honk!, Mamma Mia!,
If there are any other suggestions, send them to the group by Thursday, October 20.
Murder Mystery Dinner Theater – Kathy- Met with the committee and the Jellings, and
Chris Franks from Buck and Honey’s. Ticket price would be $15, $25 for the dinner,
courses and desserts, for a total of $40. We would want to presell all of the tickets, but they
would help out with the publicity. Sue Ann Klein has agreed to direct. Thinking of doing
this in February, realize there is no budget, but there shouldn’t be much cost. Frank made the
suggestion that we look at having the event on the 7 and 8 of March. Brooke moves to
authorize Kathy as the lead person on the murder mystery with the ability to make decisions
to hold it on the 7 and 8 of March if that works for Buck and Honey’s and Chris Franks with
a budget not to exceed $1000.00, Russ seconded, all in favor, motion passed.
Sun Prairie Area School District: Use of performing Arts Center:
o We just received newer document.
o Waiting to see how this may impact our current show (Pit covers and use of stage in
front of mid-curtain.
o See Attached document
November 20th 6 pm - General membership meeting.
● Open call for agenda items: Show selection, Penguin Project presentation?, Murder
Mystery Presentation, Frank moves that we give this year’s Outstanding Service
Award to Sara Beth Hahner, Clark seconded, all in favor, motion passes. Frank will
get the award from Engraving & Trophy Specialists.
● Meeting notices sent out!
● Next Board meeting will be the following night (November 21, location TBD)
Other items not covered:
Sue- Community Expo is Thursday November 3, 3:00pm to 7:00pm, looking for
some people to put in costume, one from Secret Garden and one from Wizard of Oz.
Jeanne will contact Charlie and see if she wants to dress as Dorothy.
Brooke- Sandy sent an email with a request from the Forensics team to sell baked
goods during intermission of our shows this year. Sue recommends checking with
Betsy and Liv to see if they are planning everything, if not, it’s fine with us but Jill
has to get approval from Amy Frank on where they can have food. They would only
be able to have food because we have drinks available for a free will donation. We
would also like them to have at least one person monitoring that food is not taken
into the theater. This approval would only be for current show, it would be
readdressed on a show by show basis.
Board round table: – Items for the greater good of the group:
1. Out of paper towels for bathrooms – Russ is getting lots of paper towels from Costco.
Adjournment: Brian moved that we adjourn the meeting, Jeanne seconded, meeting adjourned at
8:41pm.
Standing items:
1. Bathrooms will be cleaned (including floors) and re-stocked twice per month.
2. Wet mop entire rehearsal floor after show moves out to performance space
Month
July 2016
Person
Kid show
Month
Jan 2017
Person
Open
August - 2016
Frank
Feb 2017
Open
September – 2016
Frank
March 2017
Open
October – 2016
November - 2016
Secret Garden
Clark
April 2017
May 2017 - Open
Open
Open
December - 2016
Open
June 2017 - Open