Sun Prairie Civic Theatre
November 9th, 2015 – 6:00 PM
Sun Prairie United Methodist Church - Conference room
702 N Bird St. Sun Prairie, WI
Present:
Excused:
Absent:
Guests:
Brian Goff, Sandy Kintner, Steve Berg, Pete Vickerman, Ann Schwartzwald, Brooke
Vechinski, Sue Phillips, Betsy Wolfe, Jeanne Wellman
Livvia Goff, Rex Owens, Kathy Bauman
Frank Peot
I.
Call to Order at 6:00pm
II.
Approval of October 2015 minutes motion made by Jeanne Wellman seconded by Ann
Schwartzwald
III.
Financial Report – (Sue and Bo)
Taxes due 15th of December
Kids show went into last years budget. Summer camp and kids show also.
IV.
Committee Reports
a. Communication Committee Report (Chair: Betsy)
 Discussion on coordination of communication effort – make sure we are
communicating through a person & coordinate through the president. Sandy
will add it to the production guidelines. Since MailChimp doesn’t allow us to
add PDF Files, for now we will add a link to the SPCT website where they
can get the PDF file.
 Any requests for the Mail Chimp service? Please let Betsy know ahead of
time if you know of anything.
b. Publicity Committee (Frank, Marsha)
● Website redesign (Ann & Frank)
Test site looks great. Weebly is host. Frank requests we change to
Weebly Pro which is $12 a month more. Lets us do most anything we
want including password protected pages. There will be a couple
months we have to pay for both. Domain name transfers. Pete made
a motion we go with Weebly. Jeanne seconded. No discussion.
Motion carried.
● Facebook No update
c. Correspondence/ Patronage (Sara)
● Update on ACH setup –Still working on it.
● Patron Letter update (Sara) Patron letter went out. Thank you letter is being
worked on.
● Amazon smiles – we are now set up. At Amazon.com you can choose a
charity and .5% of your purchase will go to us. Ann will put together a press
release and will send it to Brian, Frank and Betsy to be sent out to all on
Mailchimp and the website.
d. Reporting on new Triellix emails - (Sandy) 4 inquires. Mark Conroy would love to
be a stage Manager with us. Ann emailed him back. Sandy forwarded to Betsy.
e. Continuity Committee Report (Chair: Sue)
 No report
 Sandy will call Jeff Butler about paving.
f. Facility Usage / Update on meeting (Sandy)
● Any Update from November 2nd planned meeting? No update. Sandy could
not attend and will ask Tom Weber for minutes from the meeting.
V.
Report on Season Shows
a. Addams Family (Pete)
Had to replace Morticia and Wednesday. Bob Dicke communicated with the actors
regarding the change.
It was discussed that tech info needs to be done through the tech director at the tech
meeting.
Sound and light crews should know about safety. Info will be addressed at first tech
night. There was discussion regarding how safety information should be
communicated to the production staff. The Tech director is in charge of safety of
their production. The Show producer should be the person to do the safety walk
through.
b. Penguin Project - update (Livvia / Sara Beth) Have confirmed dates from the school.
3rd weekend in June. At the High School Move in is the 11th.
c. Moon over Buffalo (Livvia) no report. Auditions December 7th
d. Oliver (Ann). No report
e. Prairie Radio Readers – 2016 production (Sandy) Contacted Ann Smith at Chamber
of Commerce regarding performing at Cornfest in the Show Mobile. Will include
our offer in their meeting.
VI.
Scholarship committee report (Sue/Frank)
a. Anything needed from Board at this time? Link on website now that you can
download scholarship form. Will have at auditions for next show. Put on facebook
and mailchimp. Committee is going to decide how to advertise over the next couple
months.
VII.
VIII.
Long Term Planning Committee: In progress (Pete)
Sent out an email to come up with first date. Come up with goals and brainstorm
ideas. Pete will let us know when that meeting will be.
Members are: Pete, Tom Weber, Jeanne, Bob Dicke, Vicky Goldthroup,
Old Business
1. Vacant board member position update: Brooke Vechinski has agreed to fill our empty
spot! Brooke grew-up in SP, Graduated from UW Madison with a degree in Comm. Arts
and Theater. Works at Chamber of commerce for 2 plus years. Project & Events
Coordinator.Motion to approve by Brian Goff. Pete Vickerman opposed. Motion
carried. Pete opposed because he thinks we should change the bylaws to have board
members be members before being on board.
2. Lee Igl talked with Frank about the mowing of the lawn. He will get back to Frank.
Frank said Lee said it is not a priority with them right now. Lee still has it on his desk
and is aware.
3. Update on Community Expo event (Sue, Et al)
Sue, Frank, Sara Beth, and Jeanne were there. 40 some people entered contest.
Mary Naggatz won 4 tickets to a production.
Have entries that we will enter into the database. At least 120 stopped at the table.
Handed almost all ticket brochures and flyers
Handed out Addams family flyer
Sue thinks we should continue doing this event
4. Social before Addams family – looking for helpers. Contact Livvia Goff directly
5:30 set up 6:00 social
5. Buy printer for barn - Brian will look into a black and white printer that can do
duplexing.
6. Drills for shop – There are 2 functioning batteries. Brian will take care of this.
IX.
New Business
1. Discuss increasing ticket price for 2016-17 shows.
 Update from Sandy (Research to see what other communities are charging)
 Sandy will report next meeting.
2. Discuss director for Cinderella (How, when, where to post. What do we need)
In the past there was a committee. People put in their names and we chose.
Hopefully spring of 2017 (May) when Oliver is done we will ask for submissions.
Will put on website with info… Details to be determined.
Trailer – discussion on how we’ve moved it around and how successful. Discussion
regarding buying our own trailer. Buzz has been great. Pete will check on price of a
trailer.
Adjournment motion by Ann seconded by Jeanne
X.
XI.
Standing items:
Bathrooms will be cleaned twice per month. Rotate this between board members or stated
volunteers:
o
o
o
o
o
o
o
o
o
September – Addams Family Crew
October – Addams Family Crew
November_ Addams Family Crew
December- Jeanne
January – Liv
February – Betsy
March –
April –
May –
o June –
o July –
NEW Tasks / Assignments:

Next meeting December 14th